Administrative Coordinator

Accounts Payable & Payroll Support

We are looking for a highly organized and detail-oriented Administrative Coordinator to support the day-to-day administrative, accounting, payroll, and service operations of our company.

The successful candidate will be a key point of contact for customers, vendors, technicians, and internal staff. This position requires someone who can manage multiple priorities, work independently, and ensure that administrative and financial processes are completed accurately and on time.

Key Responsibilities

Administration & Office Support. Act as the first point of contact for incoming calls, emails, customers, vendors, and visitors.

Provide general administrative support to management and service operations. Maintain office supplies and coordinate general office requirements.

Maintain accurate and organized electronic and paper records.

Coordinate travel arrangements, including flights, accommodations, and other requirements for technicians working out of town.

Accounts Payable

Receive and enter vendor invoices. Verify invoice quantities, pricing, and other details against purchase orders.

Ensure invoices are properly coded and assigned to the appropriate jobs.

Assist with vendor statement reconciliation and follow up on discrepancies.

Maintain accurate accounts payable records.

Payroll Support

Collect and enter technician and employee time sheets.

Review time entries for accuracy and completeness.

Enter labour information into the appropriate systems and assign labour to jobs.

Prepare payroll information and supporting spreadsheets for payroll processing. Assist with payroll-related questions, records, and documentation.

Maintain confidentiality of employee and payroll information.

Accounts Receivable & Invoicing

Process customer invoices by completing and closing jobs in Service Manager.

Process customer credit card/Visa payments.

Assist with accounts receivable follow-up and payment reconciliation.

Ensure invoices are supported by accurate labour, materials,



and job information.

Job Costing & Service Administration

Maintain job costing reports and supporting documentation.

Track labour, materials, and other job-related costs.

Assist management with accurate job-costing information and reporting.

Ensure completed work is properly documented and ready for invoicing.

Qualifications & Skills

Previous experience in administration, accounts payable, payroll, or bookkeeping.

Strong attention to detail and accuracy.

Excellent organizational and time-management skills.

Ability to prioritize multiple tasks and meet deadlines.

Solid communication and interpersonal skills.

Comfortable working with confidential financial and employee information.

Proficient with Microsoft Excel and Microsoft Office.

Experience with Sage accounting software would be considered an asset.

Experience with Service Manager or similar job-management software would be an asset.

Accounting or payroll experience in a service, construction, electrical, marine, or trades environment would be an asset.

What We're Looking For The ideal candidate is someone who takes ownership of their work, follows processes through to completion, and is comfortable working in a busy environment where priorities can change quickly.

Attention to detail, reliability, organization, and completing tasks accurately and on time are essential to this position.

Compensation

Salary: Competitive and based on experience

Benefits: Company benefits package, including life insurance, drug, dental and vision care.

Schedule: Full-time, Monday–Friday

How to Apply

Please submit your resume through this ad, and a brief description of your payroll experience.

Spar Marine is an equal opportunity employer and welcomes applications from all qualified candidates. Please note, only qualified candidates that meet the above criteria will be contacted to schedule an interview.

Thanks for your interest in Spar Marine Ltd.

Benefits

- Casual dress
- Dental care
- Disability insurance
- Employee assistance program
- Life insurance
- On-site parking
- Paid time off
- Vision care

Work Location: In person

📌 Administrative Coordinator (Dartmouth)
🏢 Spar Marine
📍 Dartmouth