Job Description

Summary:

The Part-Time Administrative & Accounts Administrator provides essential support across administrative and accounting functions to help maintain the efficiency and effectiveness of business operations. This individual is a detail-oriented, highly organized professional who thrives in a fast-paced, dynamic environment. The role offers the opportunity to support both internal teams and external clients, ensuring smooth administrative processes, accurate financial entries, and excellent customer service.

Duties & Responsibilities in a support role to the following functions and departments:

Include but are not limited to…

Administrative Support

• Provide comprehensive administrative support to the Finance & Accounting, Executive Team, Corporate Sales, and Operations.
• Respond to and manage emails and correspondence
• Maintain filing systems (digital and paper)
• Support document management and version control
• Photocopy, scan, and file documents
• Order and maintain inventory of office supplies and marketing materials.
• Assist with IT or facility service requests and liaise with vendors for repairs and maintenance.
• Provide back-up support to team members during vacations or peak workload periods.
• Take initiative to identify process improvements and recommend administrative efficiencies.

Accounts Payable (AP)

• Process vendor invoices and match with purchase orders and delivery confirmations.
• Verify pricing, quantity, and tax details against purchase orders and contracts.
• Enter bills accurately into accounting software and prepare payment batches.
• Track due dates and ensure timely payments to vendors.
• Maintain AP files including vendor statements, invoice records, and PO confirmations.
• Follow up with vendors for credits, missing invoices, or discrepancies.

Accounts Receivable (AR)

• Issue and track customer invoices in coordination with Account Managers.
• Apply payments, record deposits, and update AR aging reports.
• Follow up with clients on overdue balances and resolve billing inquiries.
• Assist with monthly client reconciliations and adjustments as required.
• Generate and distribute customer statements.

Qualifications:

§ 1–3 years of combined experience in administrative support and/or accounting roles.

§  College diploma or post-secondary education in Business Administration, Accounting, or related field.

§  Strong working knowledge of Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).

§  Experience with accounting software (e.g., QuickBooks, Sage) and CRM platforms (e.g., Pipedrive) is preferred.

§  Exceptional attention to detail, numerical accuracy, and organizational skills.

§  Strong verbal and written communication skills.

§  Ability to manage sensitive information with confidentiality and discretion.

§  Proactive, solution-oriented mindset with a willingness to learn and adapt.

§  Able to balance multiple tasks and deadlines in a fast-paced, team-driven environment.

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