CHC Paint and Auto Body Supplies is seeking a highly organized and motivated Administrative Coordinator to join our team at our Markham location. This role has a key focus on reconciling vendor purchase orders, invoices, backorders and stock movement, and it also supports finance, sales and operations. The ideal candidate is detail-oriented, proactive, highly skilled in Excel, and comfortable working through large volumes of data.

Key Responsibilities

Vendor PO, Invoice & Stock Reconciliation (Primary Focus)

- Reconcile vendor purchase orders against receipts and vendor invoices, and resolve pricing, quantity and item discrepancies.
- Track and manage backorders, follow up with vendors on outstanding items, and keep backorder status current.
- Reconcile stock movement (receipts, transfers, returns and adjustments) across all CHC locations.
- Analyze large system reports in Excel to find variances, trends and root causes.
- Prepare clear reconciliation summaries and exception reports for finance, purchasing and leadership.
- Work with purchasing, warehouse and accounts payable to close out discrepancies quickly and accurately.

Accounts Receivable Administration

- Manage invoicing and payment tracking systems.
- Make regular outbound calls to clients to follow up on payments and arrange settlements.
- Maintain accurate and up-to-date client account information.

Sales & Client Interaction Support

- Make outbound Product Capture Report calls to generate current sales opportunities.
- Investigate and document reasons for lapses in client purchasing behaviour.
- Communicate findings and suggestions to sales and leadership teams.

Company Communication & Support

- Provide administrative support across departments to keep internal operations efficient.
- Regularly update company dashboards, documents or other tools as directed.
- Participate in inter-departmental meetings and provide insights where applicable.

Inventory Coordination





- Assist in inventory management across all CHC locations.
- Perform inventory counts, validate transfers and report discrepancies using CHC systems.
- Collaborate with warehouse and logistics staff to streamline stock processes.

Expense and Asset Tracking

- Support initiatives to track company expenses and asset maintenance.
- Maintain organized records related to company vehicles, equipment and facility maintenance.

General Duties

- Participate in company projects or initiatives as assigned.
- Provide occasional administrative support to leadership or other departments.

Qualifications & Requirements

- Strong to expert-level Microsoft Excel skills, including XLOOKUP/VLOOKUP, pivot tables, advanced filtering, conditional formatting and working with large datasets (tens of thousands of rows).
- Proven experience analyzing large reports and reconciling purchase orders, invoices, backorders or inventory.
- Proven experience in administrative, AR/AP or office coordination roles (experience in the automotive or distribution industry is an asset).
- Proficiency with Google Workspace.
- Strong communication skills and professional telephone etiquette.
- Comfortable with data entry, reporting and learning company-specific software tools.
- Excellent attention to detail, time management and organizational abilities.
- Able to work independently and handle multiple tasks in a fast-paced environment.
- Willing to learn and take initiative on new tasks or systems as needed.

Compensation & Tools Provided

- Full-time employment with a competitive salary based on experience.
- Company-provided laptop.
- Dedicated desk or office space at the Markham location.
- Some remote work is available with this position; regular attendance at the Markham office is required.

Job Type: Full-time

Pay: $20.00-$22.00 per hour

Benefits:

- Casual dress
- Company events
- Dental care
- Extended health care
- On-site parking
- Paid time off

Application question(s):

- What level of Excel user are you? Expert, Intermediate

Work Location: In person

📌 Administration Coordinator (Markham)
🏢 CHC Paint & Body Shop Supplies
📍 Markham