Accounts & Administrative Specialist

Position Overview

This multifaceted position combines essential elements of both the accounting and administrative spheres within an organization. The Accounts & Administrative Specialist is responsible for overseeing non-trade and trade accounts payable and receivable, reconciling monthly sales and cash receipts, managing collections, and utilizing key enterprise systems such as SAP and Comets & various customer platforms. In addition, this role supports a diverse range of administrative duties, including procurement, logistics coordination and employee onboarding. The ideal candidate is detail-oriented, organized, and possesses a keen aptitude for both numerical accuracy and efficient process management.

Key Responsibilities

Procurement Duties

Purchase Orders: Create and manage purchase orders, ensuring accuracy and compliance with company policies and on multiple platforms.

• Inventory Management & Control: Monitor inventory levels and coordinate with relevant departments to maintain optimal stock levels.
• Cost Management: Analyze and manage procurement costs to ensure budget adherence and cost-effectiveness.
• Compliance: Ensure all procurement activities comply with legal and regulatory requirements.
• Reporting: Prepare and present regular reports on procurement activities, including inventory cost analysis and supplier performance.

Logistics

• Coordinate inbound and outbound shipments, liaising with carriers, suppliers, and internal departments to ensure timely and accurate deliveries.
• Track and manage inventory levels to prevent stock shortages or overages, collaborating with warehousing and procurement teams.
• Prepare shipping documentation, including bills of lading, customs paperwork, and compliance forms as required.
• Resolve logistical issues or delays promptly, communicating status updates to all relevant stakeholders.
• Support special projects and process improvements related to logistics and supply chain management.

Accounts Payable (Trade & Non-Trade)

• Process and manage trade accounts payable, verifying the accuracy of vendor invoices related to goods and inventory purchases.
• Match purchase orders, receiving documents, and invoices to ensure consistency, accuracy and validity before payment authorization.
• Coordinate with internal teams and external vendors to resolve discrepancies, payment issues, and inquiries efficiently.
• Prepare and schedule timely payments via checks, wire transfers, or electronic payment platforms, adhering to payment terms and company policies.
• Maintain organized records of payables transactions and assist with month-end closing procedures related to accounts payable.
• Oversee non-trade accounts payable, including invoices for services, utilities, office supplies, and other operational expenses.

Accounts Receivable

• Generate, review, and distribute customer invoices for both trade and non-trade receivables, ensuring accuracy and adherence to contract terms.
• Work closely with the sales and customer service teams to resolve billing discrepancies or disputes promptly.
• Monitor accounts receivable aging reports, identify overdue accounts, and proactively follow up on outstanding balances.
• Reconcile payment receipts to invoices and maintain accurate customer account records within the company’s ERP systems.
• Prepare and submit regular accounts receivable reports to management, highlighting risk areas and collection progress.

Reconciliation of Monthly Sales and Cash Receipts

• Compile, verify, and reconcile monthly sales records with corresponding cash receipts to ensure data integrity and accuracy.
• Investigate and resolve variances between recorded sales and actual receipts, working with relevant departments as needed.
• Prepare summary reconciliation reports for financial management, providing insights into monthly sales trends and collection efficiencies.
• Support external and internal audits by providing timely and accurate reconciliation documentation.

Collections

• Implement and manage the company’s collections process, contacting customers and clients to pursue overdue payments.
• Establish payment arrangements with delinquent accounts where appropriate, ensuring compliance with company policies and relevant regulations.
• Maintain detailed records of collection activities, communications, and outcomes.
• Escalate unresolved or problematic accounts to management and recommend potential write-offs or legal action as needed.
• Collaborate with legal or external collection agencies where necessary to achieve resolution.

System Work: Comets and SAP

Enter, update, and maintain accounting data within the Comets & SAP system, ensuring accuracy and compliance with company guidelines.

Participate in system training sessions and provide support to colleagues on SAP and Comets functionalities as needed

• Utilize SAP reporting tools to extract financial data, generate standard and custom reports, and support month-end and year-end closings.
• Contribute to process improvements regarding system utilization, recommending enhancements for greater efficiency.
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Administrative Responsibilities

• Assist with the preparation, formatting, and distribution of company reports, presentations, and communications.
• Serve as a point of contact for vendors, clients, and visitors, directing inquiries and providing exceptional customer service.
• Ensure compliance with company policies relating to data privacy, security, and document retention.
• Coordinate internal and external meetings, prepare agendas, and record meeting minutes.
• Oversee all central administrative functions, including document management, correspondence, office supply inventory, and record maintenance.

Onboarding Support

• Facilitate the onboarding process for new employees by preparing documentation, coordinating orientation sessions, and ensuring timely completion of all required forms and checklists.
• Work closely with HR to maintain accurate and confidential employee records.
• Provide new hires with essential information on company procedures, benefits, and workplace culture.
• Act as a liaison between new employees and operational departments to ensure a smooth transition.

Required Qualifications

• Post-secondary education in accounting, business administration, or a related field.
• At least 3 years of experience in accounts payable, accounts receivable, or general accounting roles.
• Demonstrable experience with SAP and preferably Comets or similar ERP/accounting systems.
• Strong proficiency in Microsoft Office Suite, especially Excel and Word.
• Excellent organizational, analytical, and problem-solving abilities.
• Effective communication skills, both verbal and written, with an ability to build collaborative relationships across teams.
• Detail-oriented with a high degree of accuracy in data entry and financial recordkeeping.
• Ability to handle confidential information with discretion and professionalism.
• Experience in logistics coordination or supply chain management is an asset.

Preferred Attributes

• Additional training in administrative management.
• Proven ability to multitask and prioritize in a fast-paced environment.
• Experience supporting onboarding and HR processes.
• Background in collections or credit management.
• Process-oriented mindset with a drive for continuous improvement.
• Familiarity with regulatory requirements related to accounting and logistics.

Work Environment

• This role typically operates in an office environment with regular business hours, though occasional overtime may be required at month-end or during audits.
• Some remote work flexibility may be available, depending on company policy.
• Collaboration with various departments, including finance, human resources, sales, and logistics, is essential for success.