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.