Job Description

Our client is a Health Canada licensed distributor of medical-grade liquid nitrogen. We provide on-demand as well as regular and continuous services to hundreds of clients across Ontario. Our on-site Quality Control and other experienced personnel present a personal level of expertise, ensuring the highest quality of product and cost-effective service.

The Customer Service Administrator in the Medical division will play a crucial role in providing exceptional support to our clients, with an additional focus on bookkeeping and financial administration. This position requires a combination of organizational, communication, and accounting skills to manage customer service tasks as well as to support the company’s financial operations. You will serve as the primary point of contact for customers, ensuring their orders, inquiries, and concerns are handled promptly while also maintaining accurate financial records for client accounts.

MAJOR RESPONSIBILITIES:

Customer Service & Order Management :

• Handle customer inquiries related to medical gas products and services (liquid nitrogen and medical devices), providing accurate and timely information.
• Process orders, track deliveries, and resolve any issues or delays in coordination with the operations team.
• Maintain accurate customer records, ensuring all order details and communication are properly documented.
• Assist with the scheduling of deliveries, ensuring timely and accurate dispatch of products.
• Address customer complaints and escalate complex issues to the appropriate manager.
• Collaborate with the warehouse and logistics teams to ensure products are delivered according to customer specifications.

Bookkeeping & Financial Administration :

• Assist in managing accounts receivable and accounts payable for customer accounts, ensuring that all financial transactions are processed accurately.
• Process quotes, invoices, and payments, following up on overdue payments and ensuring timely resolution of billing discrepancies.
• Maintain up-to-date financial records for customer accounts, ensuring that all transactions are accurately logged in the company’s accounting system.
• Assist with month-end reconciliation and financial reporting, working closely with the accounting team.
• Ensure compliance with financial regulations and company policies when handling customer transactions.

General Administrative Support :

• Provide administrative support for customer accounts, ensuring accurate data entry and account management in the company’s CRM system.
• Contribute to a positive team environment, fostering strong working relationships with colleagues and customers.

QUALIFICATIONS:

• High school diploma or equivalent (Associate’s or Bachelor’s degree in Accounting, Finance, or a related field is a plus).
• Prior experience in customer service, preferably in the healthcare, logistics, or medical gas industry.
• Experience in bookkeeping or financial administration, including invoicing, payment processing, and basic financial reporting.
• Strong organizational skills and attention to detail, with the ability to manage both customer service and financial responsibilities.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook), with a strong command of Excel for financial tracking.
• Experience with CRM or order management systems is a plus.
• Strong communication skills, both written and verbal.
• Ability to maintain a professional and courteous demeanour at all times.

This position requires in-person attendance at the office. The Customer Service Administrator will also provide temporary coverage for the Bookkeeping role as needed, ensuring continuity of operations and support for the team.

Why Join Us:

• Hourly rate dependent on experience: $23/hour - $26/hour
• Pension matching
• Extended health benefits
• Casual dress

How to Apply:

If you're passionate about delivering excellent customer service while utilizing your bookkeeping skills, we want to hear from you! Please submit your resume and cover letter to alison@shinetalentsolutions.com .

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