Office administration and accounts payable - asl distribution (oakville)

Role Summary:

The Office Administrator - Accounts Payable Support is responsible for coordinating the day-to-day administrative functions of the office while overseeing and assisting with Accounts Payable activities. This role supports the efficient operation of the business by maintaining accurate records, processing and monitoring vendor invoices, coordinating payments, and ensuring that administrative and financial processes are completed accurately and on time. Working closely with the accounting, purchasing, warehouse, and operations teams, the Office Administrator helps ensure that supplier invoices are properly matched to purchase orders and receiving documentation, discrepancies are resolved promptly, and vendor accounts remain accurate and up to date. The ideal candidate is organized, detail-oriented, dependable, and comfortable managing multiple priorities in a fast-paced distribution environment.

Hours of Work:
Monday - Friday, 8:00am - 4:30pm

Work Arrangement:
On-site

Position Type:
Non-Union

Employment Status:
Permanent

Compensation:
Salary: $50,000 - $55,000

Work Location & Environment:
2160 Buckingham Rd, Oakville, ON L6H 6M7; office environment

Key Accountabilities:

Office Administration and Operations

• Manage daily office operations to ensure an organized, efficient, and professional work environment.
• Answer and direct incoming phone calls, emails, and general inquiries.
• Coordinate incoming and outgoing mail, courier services, deliveries, and office correspondence.
• Maintain filing systems, records, databases, and electronic documentation.
• Prepare, format, and maintain reports, spreadsheets, forms, and other business documents.
• Order and maintain office supplies and coordinate with service providers as required.
• Assist management with scheduling, meeting coordination, correspondence, and special projects.
• Maintain accurate employee, vendor, customer, and general administrative records as required.
• Support communication and coordination between office staff, warehouse personnel, purchasing, sales, and management.
• Identify opportunities to improve administrative procedures, organization, and workflow efficiency.

Accounts Payable Oversight and Support

• Receive, review, code, and enter supplier invoices into the accounting or ERP system.
• Match vendor invoices against purchase orders, receiving documents, packing slips, and other supporting documentation.
• Coordinate with purchasing and warehouse teams to investigate discrepancies involving quantities, pricing, damaged goods, missing receipts, freight charges, and supplier credits.
• Verify invoice approvals and ensure appropriate supporting documentation is maintained before payment processing.
• Monitor vendor statements and reconcile supplier accounts to identify missing invoices, duplicate charges, outstanding credits, and discrepancies.
• Track payment due dates, early payment discounts, and outstanding invoices to help maintain positive vendor relationships and effective cash flow management.
• Communicate with vendors regarding invoice inquiries, payment status, account discrepancies, and remittance information.
• Process and track credit notes, debit memos, expense reports, and other accounts payable adjustments.
• Maintain accurate and organized AP records to support month-end closing, reconciliations, and audits.
• Assist with AP aging reports, outstanding invoice reports, and other financial reporting as required.
• Help ensure invoices are recorded in the correct accounting period and assigned to the appropriate general ledger accounts and departments.
• Identify and escalate unusual charges, duplicate invoices, potential errors, and payment discrepancies.
• Follow established internal controls, approval procedures, and company policies to protect company funds and maintain accurate financial records.
• Support administrative coordination related to inventory adjustments, returns to vendors, and other distribution activities as required.

Qualifications

We’re looking for someone who brings:

Education & Experience:

• 2-4 years of experience in office administration, Accounts Payable, bookkeeping, or a related administrative accounting role.
• Experience in a distribution, wholesale, manufacturing, logistics, or inventory-based business is preferred.
• Experience matching invoices to purchase orders and receiving documentation
• Experience with accounting software or an ERP system; familiarity with inventory and purchasing systems is an asset.

Skills & Attributes:

• Knowledge of the full or partial Accounts Payable cycle, including invoice processing, vendor reconciliations, and payment preparation

• Proficiency in Microsoft Office, particularly Excel, Outlook, and Word.
• Strong numerical skills and attention to detail.
• Excellent organizational, time-management, and problem-solving abilities.
• Strong written and verbal communication skills.
• Ability to work independently while collaborating effectively with multiple departments.
• Ability to manage competing priorities and meet deadlines in a fast-paced environment.
• Demonstrated discretion when handling confidential financial and business information.