Office Coordinator/Accounting Administrator

Office Coordinator / Accounting Administrator

Reports to: Senior Accountant

Position Summary

The Office Coordinator/Accounting Administrator oversees the day-to-day operations of the site office and provides essential accounting and administrative support to the project and operations teams. This position plays a key role in ensuring the office runs efficiently, while accounts payable, accounts receivable, and billing functions are managed accurately and on schedule to support timely project delivery.

Success in this role calls for strong organizational skills, sound judgment, and meticulous attention to detail, along with the ability to manage competing priorities in a fast-paced environment and a working knowledge of core accounting and administrative practices.

Key Responsibilities

• Oversee front desk operations, including greeting visitors, managing incoming calls, and delivering a high standard of customer service.
• Maintain digital and physical filing systems in accordance with company record-keeping standards.
• Coordinate meeting logistics and visitor arrangements, including travel, car rentals, and hotel bookings.
• Monitor and replenish office and kitchen supplies and other recurring inventory.
• Maintain office systems, including telephone and security/alarm systems.
• Proactively identify and address routine office needs.
• Coordinate shipping and courier services as required.
• Maintain a well-organized, efficient site office that supports successful project execution.
• Provide general administrative support across the team as required.
• Perform three-way matching of accounts payable invoices against purchase orders and packing slips, verifying pricing, taxes, and dates for accuracy.
• Review expense claims for accuracy, ensuring proper coding and authorization prior to payment.
• Coordinate with internal shared services to establish new vendor accounts and documentation.
• Prepare and submit customer application forms in a timely manner.
• Review vendor statements and reconcile against outstanding vendor accounts.
• Monitor and manage the daily billing inbox, researching and responding to internal and external inquiries.
• Collect and reconcile receipts for corporate credit card statements, identifying and resolving discrepancies.
• Prepare and organize supporting documentation for accounts receivable billing.
• Support project and operations managers with the creation of purchase orders.
• Track vendor and subcontractor submittals to help keep projects on schedule, ensuring all documentation required for payment and delivery is complete.
• Respond quickly and effectively to administrative challenges as project priorities shift.
• Review employee time entries to ensure accurate payroll processing.
• Support project managers with the preparation and submission of invoices.
• Track and submit daily batch plant tickets in a timely manner.
• Support project controls and ensure adherence to company policies and procedures.
• Draft and distribute meeting minutes for project progress meetings.
• Maintain and update material delivery schedules in coordination with project and operations teams.
• Perform other duties as assigned.

Qualifications

• 2-3 years of experience in office administration and/or accounting support.
• Demonstrated experience with accounts payable/receivable processes and vendor reconciliation.
• Proficiency in Microsoft Office Suite programs (Excel, Word, Outlook).
• Strong organizational skills and high attention to detail.
• Ability to manage multiple priorities in a fast-paced environment.
• Excellent verbal and written communication skills.
• Ability to work both independently and as part of a team.
• A positive, confident, and collaborative team player.

Preferred Assets

• Previous experience in construction or another project-based industry.
• Experience with accounting or ERP software (e.g., Sage, SAP, QuickBooks, or similar).
• Experience using project management or document control software (e.g., Procore, SharePoint).
• Post-secondary diploma or certificate in Accounting, Business Administration, or a related field.
• Bookkeeping experience or progress toward an accounting designation.