Quick Response Fire Systems Inc. – Kingston, ON

Part-Time | Approximately 2 Days per Week

About the Role

Fast Response Fire Systems Inc. is looking for an organized, dependable and detail-oriented individual to join our office team in a part-time Accounts & Administrative Coordinator role.

This position is well suited to someone looking for meaningful, professional part-time work — including a university or graduate student completing their studies — who is comfortable working independently, staying organized and communicating professionally with clients, vendors and our internal team.

The primary focus of the position will be supporting our accounts payable and accounts receivable processes, along with providing general administrative support to our office team.

We anticipate the position being approximately two days per week, with some flexibility in scheduling. For the right person, there may be an opportunity for the role to grow over time based on business needs and mutual fit.

Key ResponsibilitiesAccounts Payable

- Manage and organize incoming vendor invoices and statements.
- Review invoices for completeness and ensure appropriate supporting documentation is available.
- Organize monthly payables and prepare invoices for review, approval and payment by senior staff.
- Reconcile vendor statements and follow up on missing invoices, credits or discrepancies as required.
- Maintain organized and accurate accounts payable records.

Accounts Receivable
- Monitor outstanding customer accounts and identify overdue invoices.
- Follow up professionally with clients regarding outstanding balances and payment status.
- Respond to basic client questions regarding invoices and provide supporting documentation when required.




- Maintain accurate notes and records of accounts receivable follow-up.
- Escalate outstanding or disputed accounts to senior staff as appropriate.

Administrative & Office Support
- Provide general administrative support to management and other members of the office team.
- Assist with document preparation, data entry, filing and maintaining electronic records.
- Answer incoming telephone calls and assist with general inquiries while in the office, directing requests to the appropriate team member.
- Assist with maintaining organized company records and documentation.
- Support special projects and other administrative tasks as required.

Safety & Training Administration
- Assist with maintaining employee safety documentation and records.
- Support periodic reviews of safety documentation and administrative requirements.
- Assist with coordinating employee training and certification requirements.
- Track training, certifications and expiry dates and help coordinate renewals as required.
- Maintain organized employee training and safety records.

What We're Looking For
- Strong organizational skills and attention to detail.
- Comfortable working with numbers, invoices and financial records.
- Professional and confident communicating with clients and vendors by email and telephone.




- Able to manage recurring responsibilities and follow through on outstanding items independently.
- Strong written and verbal communication skills.
- Comfortable learning and working with cloud-based software and digital recordkeeping systems.
- Good judgment when handling confidential company, employee and financial information.
- Reliable, adaptable and willing to assist wherever needed within a small, collaborative office environment.

Previous experience with accounts payable, accounts receivable, bookkeeping or office administration is an asset but not necessarily required. We are open to someone earlier in their career who is organized, capable and eager to learn.

Schedule

- Approximately 2 days per week.
- Scheduling can have some flexibility and may be well suited to someone balancing graduate studies or other commitments.
- Additional hours may occasionally be available depending on workload.
- There may be an opportunity for the position to expand over time based on company needs, the individual's interests and mutual fit.

About Fast Response Fire Systems Inc. Fast Response Fire Systems Inc. is a locally owned and operated fire protection company based in Kingston, Ontario. Our team provides fire sprinkler, inspection, service and related fire protection services throughout Eastern Ontario.

We are a busy, collaborative office where team members work closely together and responsibilities often cross departments. We're looking for someone who enjoys being part of a smaller team, takes ownership of their work and is comfortable jumping in to help when needed.

Pay: $21.50 per hour

Benefits

- Dental care
- Extended health care
- On-site parking

Work Location: In person

📌 Accounts & Administrative Coordinator (Kingston)
🏢 Fast Response Fire Systems
📍 Kingston