Administrative Support Specialist

POSS Design Limited, founded in 1978 and based in Oakville, Ontario, is a global leader in technology for mechanical separation of protein. Known for best-in-class solutions, POSS primarily serves the red meat, poultry, seafood, and pet food industries.

POSS is part of the Duravant group of companies, headquartered in Downers Grove, IL. Duravant is a global engineered equipment company with manufacturing, sales and service facilities throughout North America, Europe and Asia.

This position description identifies the major responsibilities of this role. It does not include all aspects of the position such as the potential additional duties assigned by managers and the requirement for occasional operational flexibility for the company's overall benefit.

POSITION SUMMARY:

The Administrative Support Specialist is primarily a finance-focused role responsible for executing core accounting activities, supporting key human resources processes and taking ownership of office administration at POSS.

In finance, this position plays a critical role in maintaining accurate financial records, supporting transactional accounting processes, and ensuring compliance with company policies and internal controls. HR focus is on administration duties involving payroll and benefits coordination, HR policy, health and safety, and employee lifecycle management. Office administration duties emphasizes smooth daily operation and interactions with the outside parties important to POSS.

This role is well suited for a detail-oriented professional with a strong accounting foundation who is comfortable contributing to HR operations in a dynamic, fast-paced environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Accounting / Finance (Primary Focus)

• Manage day-to-day Accounts Payable, including accurate and timely processing of vendor invoices.
• Perform three-way matching of vendor invoices, purchase orders and receiving records within Genius ERP.
• Review pricing, quantities, freight, taxes and receiving information, investigating and resolving discrepancies.
• Maintain accurate vendor accounts and reconcile invoices, credits, payments and vendor statements.
• Prepare and process vendor payments in accordance with established terms and internal controls.
• Monitor outstanding purchase orders, receipts and AP transactions to support accurate month-end reporting.
• Support Accounts Receivable, including customer invoicing, cash applications and collections.
• Assist with month-end close, including reconciliations, accruals and journal entries.
• Review and process employee expense reports for accuracy and policy compliance.
• Support financial reporting, audits and other accounting requirements.
• Maintain a strong understanding of the Genius ERP workflow across purchasing, receiving, inventory, shipping and invoicing.
• Identify opportunities to improve accounting processes, controls and ERP efficiency.

Human Resources

• Manage onboarding and offboarding processes
• Administer employee benefits programs
• Maintain HRIS data integrity and employee records
• Ensure external HR related compliance, reporting, and documentation
• Contribute to employee engagement and HR initiatives as needed
• Be a support contact for employee HR-related inquiries
• Be a local contact for group and corporate HR coordination

Office Administration

• Oversee day-to-day office operations and ensure the workplace functions efficiently.
• Serve as the primary point of contact for office-related questions and requirements.
• Maintain office records, filing systems, contact information, and other administrative documentation.
• Coordinate office maintenance, changes, renovations, etc. with building management, landlords, contractors, and service providers as required.
• Manage purchasing requirements for office operations.
• Other assigned duties.

Qualifications

POSITION REQUIREMENTS:

• Post-secondary education in Business Administration (or similar)
• Formal training or practical experience in accounting fundamentals (A/P, A/R, reconciliations, invoicing)
• Formal training or practical experience in HRIS, HR practices and working knowledge of Ontario labor and workplace safety legislature.
• 3–5 years of progressive experience in a combined HR, finance, and administrative generalist role.
• Practical experience in accounting / ERP software
• Strong attention to detail, organization, and time management skills
• Ability to handle sensitive and confidential information with professionalism and discretion
• Strong interpersonal and communication skills; able to work effectively with employees at all levels

PHYSICAL DEMANDS

Able to stand, walk, bend, twist and reach with arms and hands. Good visual acuity to see computer screens and read fine print on a variety of reports.

WORK ENVIRONMENT:

Primarily office with occasional need to be in manufacturing environment requiring eye, ear and foot protective equipment.

WHY YOU SHOULD APPLY:

• Competitive compensation and benefits
• Small, close knit, collaborative and supportive team environment
• Opportunity to work closely with leadership and corporate partners
• Broad exposure across HR and finance functions with growth potential both within company and larger group.

Equal Opportunity & Accommodation Statement

POSS is an equal opportunity employer committed to fostering a diverse and inclusive workplace. We welcome applications from all qualified individuals and will provide accommodation throughout the recruitment process and employment in accordance with applicable local, provincial and federal legislation.