Office Coordinator

Position SummaryThe Office Administrator plays a key role in supporting the day-to-day operations of the branch. This position serves as the administrative hub of the office providing support across accounting customer service office coordination and operational successful candidate is highly organized detail-oriented and customer-focused with the ability to manage multiple priorities while maintaining accuracy and professionalism. Working closely with branch leadership sales operations and customers the Office Administrator helps ensure efficient branch operations and an exceptional customer experience. Key ResponsibilitiesAccounting & Financial AdministrationProcess accounts payable transactions including coding allocation and recording of vendor invoices. Process accounts receivable transactions customer payments and credit card sales. Prepare and issue customer invoices and assist with collections activities as required. Reconcile invoices purchase orders shipping documents and supporting records to ensure accuracy. Track project-related costs including freight brokerage product costs and credits. Assist with month-end reporting reconciliations accruals and other accounting activities. Support inventory-related transactions and branch transfer reconciliations. Office AdministrationServe as the first point of contact for visitors customers vendors and employees. Answer and direct incoming calls and inquiries in a professional and timely manner. Prepare process and maintain customer and vendor documentation including invoices acknowledgements packing slips and tracking information. Coordinate customer setup and credit approval documentation. Organize and maintain electronic and physical filing systems. Manage office supplies kitchen inventory and general office requirements. Assist with preparing reports presentations and business documentation as required. Customer & Team SupportDeliver exceptional customer service to internal and external stakeholders. Liaise with customers vendors sales teams warehouse personnel and other departments to resolve issues and ensure timely follow-up. Assist with branch communications meetings events and employee activities as required. Support branch leadership and team members with general administrative activities. Maintain a professional welcoming and organized office SupportAssist with inventory administration and inventory count processes. Support shipping receiving and logistics documentation requirements. Monitor operational documentation and ensure records are accurate and complete. Identify opportunities to improve administrative processes and operational efficiency. QualificationsEducation & ExperienceHigh school diploma or equivalent required. Post-secondary education in Office Administration Business Administration Accounting Bookkeeping or a related field is considered an asset. Minimum 3 years of experience in an administrative office coordination or office management role. Experience with accounts payable accounts receivable invoicing or bookkeeping is preferred. Skills & CompetenciesExceptional organizational and time-management skills. Strong attention to detail and accuracy. Excellent verbal and written communication skills. Strong customer service and relationship-building abilities. Intermediate proficiency with Microsoft Office applications including Outlook Word Excel and Teams. Experience with accounting or ERP software is considered an asset. Ability to work independently while contributing to a collaborative team Success Looks LikeCreating a seamless office experience ensuring the branch operates efficiently through well-organized administrative processes accurate documentation and proactive coordination of daily office accurate and timely financial administration processing invoices payments reconciliations and month-end activities with a high degree of accuracy and attention to exceptional customer and stakeholder support becoming a trusted first point of contact for customers vendors and employees through responsiveness professionalism and effective problem strong internal partnerships developing collaborative relationships with sales operations warehouse and regional teams to support business objectives and ensure smooth branch a high standard of organization and accountability keeping records files reporting and office systems current accurate and audit-ready while consistently meeting deadlines and operational efficiency and continuous improvement identifying opportunities to streamline processes improve workflows and enhance the overall effectiveness of branch to a positive workplace culture demonstrating professionalism ownership teamwork and a service-oriented approach that supports employee engagement and overall branch success.