Position Summary

The Senior Operations and Finance Coordinator is responsible for coordinating day-to-day administrative activities related to purchasing, order administration, shipping and receiving activities, payroll, and accounting activities.

This is a varied, hands-on position suited to someone who enjoys working across departments, managing multiple priorities and ensuring that important operational and financial details are completed accurately and on time. Clear and timely communications are required with internal departments, with our manufacturing partners and our supplier and shipping vendors.

The successful candidate will use the company's ERP system to enter and track transactions, maintain accurate records and provide timely information to management, customers, suppliers and internal departments. The position works closely with production, sales, management, customers, suppliers, freight carriers, customs brokers and external accounting providers.

Key Responsibilities

Procurement and Purchasing

· Prepare and issue purchase orders for materials, components, supplies and services.

· Obtain pricing, delivery information and order confirmations from suppliers.

· Monitor outstanding purchase orders and follow up on late or incomplete deliveries.

· Coordinate purchasing requirements with production schedules, inventory levels and customer commitments.

· Maintain accurate supplier, pricing and purchasing information in the ERP system.

· Support inventory accuracy and material availability.

Payroll Administration

· Collect, review and process employee time and attendance information.

· Prepare payroll information accurately and in accordance with established schedules.

· Maintain employee payroll, vacation, benefit and attendance records.

· Process payroll changes, deductions, reimbursements and other approved adjustments.

· Prepare payroll reports and reconcile payroll information.

· Maintain confidentiality of employee and payroll records.

· Coordinate with the company's payroll provider, accountant and management as required.

· Assist with year-end payroll documentation and reporting.

Shipping and Receiving

· Coordinate domestic, cross-border and international shipments.

· Arrange transportation with freight carriers, couriers, customs brokers and logistics providers.

· Prepare and review shipping documents, including bills of lading, packing slips, commercial invoices and customs documentation.

· Confirm product quantities, weights, dimensions, destinations and delivery requirements.





· Track shipments and communicate delivery information to customers and internal departments.

· Investigate and help resolve freight delays, damaged shipments and documentation discrepancies.

· Coordinate incoming shipments and ensure received goods are recorded accurately in the ERP system.

· Maintain organized shipping, receiving and customs records.

Customer Order Intake and Administration

· Receive and review customer purchase orders.

· Confirm pricing, quantities, product specifications, delivery dates and shipping instructions.

· Enter sales orders accurately into the ERP system.

· Issue order acknowledgements and communicate with customers regarding order status.

· Coordinate with sales, production, purchasing and shipping to track orders from receipt through delivery.

· Monitor outstanding orders and identify potential delays or fulfillment issues.

· Maintain complete and accurate customer and order records.

· Assist with invoicing, credits, returns and customer account inquiries.

Accounts Receivable

· Prepare and issue customer invoices and credit notes.

· Record and apply customer payments.

· Monitor outstanding accounts and follow up on overdue balances professionally.

· Reconcile customer accounts and investigate payment discrepancies.

· Maintain accurate accounts-receivable records and aging reports.

· Provide management with updates regarding overdue or higher-risk accounts.

· Respond to customer questions concerning invoices, statements and payments in a timely manner.

Accounts Payable

· Receive, review and enter supplier invoices.

· Match invoices with purchase orders, receiving records and approved supporting documentation.

· Investigate pricing, quantity and payment discrepancies.

· Prepare invoices for approval and schedule authorized payments.

· Reconcile supplier statements and respond to supplier account inquiries.

· Maintain accurate accounts-payable records and supporting documentation.

· Assist with month-end reporting and account reconciliation.

ERP System and Reporting

· Enter and maintain accurate purchasing, sales, inventory, shipping, receiving and accounting information in the ERP system.





· Review transactions for completeness and correct errors promptly.

· Prepare operational and financial reports from the ERP system for management.

· Help improve ERP procedures, data accuracy and administrative workflows.

· Maintain electronic and paper records in accordance with company procedures.

· Assist with month-end and year-end reporting.

· Support internal reviews, external accounting requirements and audits.

Qualifications

· Degree, Diploma or certificate in accounting, bookkeeping, business administration, supply chain, logistics or a related field is preferred.

· At least 5 years of related experience in a manufacturing, distribution or industrial environment.

· Experience with purchasing, payroll, accounts payable and accounts receivable.

· Experience processing customer orders and coordinating shipping and receiving.

· Experience using an ERP or manufacturing-management system; experience with JobBOSS is an asset.

· Familiarity with Canadian and international shipping documents, customs processes, working with customs brokers and logistics providers.

· Strong Gmail and Google Documents & Sheets skills and general computer skills.

· Understanding of basic accounting principles and financial controls.

· Experience working with payroll and employment records is an asset.

Skills and Attributes

· Strong organizational and time-management skills.

· High degree of accuracy and attention to detail.

· Ability to manage multiple responsibilities and changing priorities.

· Strong written and verbal communication skills.

· Sound judgment and problem-solving ability.

· Professional and courteous approach when dealing with employees, customers and suppliers.

· Ability to work independently and collaboratively.

· Commitment to confidentiality, accountability and reliable follow-through.

· Comfortable working in a small-company environment where responsibilities may overlap.

What We Offer

· Competitive compensation based on experience.

· Health Spending Account benefits.

· Group Retirement savings program

· Paid vacation and personal days.

· Stable, full-time employment with an established Ontario manufacturer.

· Opportunities to improve systems, procedures and operational practices including opportunities to grow your job responsibilities over time.

Pay: $55,000.00-$75,000.00 per year

Perks:

- Casual dress
- Extended health care
- Flexible schedule
- On-site parking
- Profit sharing
- RRSP match

Work Location: In person

📌 Senior Operations and Finance Coordinator (Guelph)
🏢 Precision Products (2006
📍 Guelph