Administrative and Accounting Coordinator — One-Year Maternity Leave Contract

About the Role

We are seeking an organized and detail-oriented Administrative and Accounting Coordinator for a one-year contract covering a maternity leave. This position will support daily office operations, sales order processing, accounts receivable, inventory coordination, and bookkeeping.

The successful candidate will work closely with our accounting, sales, warehouse, and management teams to maintain accurate records, meet deadlines, and ensure continuity throughout the maternity leave period.

Employment Type: Fixed-term contract — 12 months

Start Date: To be confirmed

Key Responsibilities

Sales Orders and Customer Support

- Receive and process customer orders by email, text message, and phone.
- Verify customer information, item codes, quantities, and pricing before entering orders.
- Send order confirmations and coordinate with Sales and the warehouse to arrange fulfillment.
- Check orders against picking lists before dispatch.
- Flag overdue accounts and credit-limit concerns, and obtain management approval when required.
- Respond to customer inquiries and follow up on order discrepancies.

Accounts Receivable
- Review accounts receivable reports and identify overdue balances.
- Verify recent payments, disputed amounts, and unallocated receipts before following up.
- Contact customers regarding outstanding payments in accordance with company procedures.
- Maintain accurate records of collection activity, payment commitments, and next steps.
- Prepare and send monthly customer statements.




- Escalate unresolved payment issues to the Accounting Head or supervisor.

Inventory and Returns
- Coordinate with warehouse and delivery staff to verify returned goods.
- Document return reasons and prepare return forms.
- Prepare and process credit memos within assigned authority, ensuring they match returned goods and supporting documents.
- Assist with inventory checks and follow up on stock discrepancies.

Accounting and Import Documentation
- Prepare and update costing sheets.
- Verify supplier invoices and enter bills accurately into QuickBooks.
- Maintain importation and incoming shipment records.
- Compare shipment documents with goods received and report shortages, damage, or discrepancies.
- Assist with basic bookkeeping, month-end reconciliation, and financial record verification.
- Prepare sales, inventory, and profitability reports as requested.

Office Administration and Handover
- Maintain organized electronic and physical records, including invoices, sales orders, and accounting documents.
- Answer general inquiries and provide administrative support.
- Process retail replenishment requests and related transactions.
- Learn and follow established procedures and the role’s handover guide.
- Track pending tasks, recurring deadlines, and outstanding issues throughout the contract.




- Maintain clear documentation to support the employee’s return at the end of the maternity leave.
- Protect confidential customer, financial, and company information.
- Perform other related duties as assigned.

Qualifications
- Diploma or degree in Accounting, Finance, Business Administration, or a related field preferred; equivalent relevant experience will be considered.
- Experience in administrative support, accounts receivable, bookkeeping, or sales order processing.
- Working knowledge of QuickBooks and Microsoft Office, particularly Excel, Word, and Outlook.
- Strong data entry, recordkeeping, and organizational skills.
- Excellent attention to detail and ability to manage competing deadlines.
- Explicit written and verbal communication and professional customer service skills.
- Ability to learn existing processes, work independently, and coordinate with different departments.
- Sound judgment when handling confidential information and seeking approvals.
- Experience in importing, wholesale distribution, or inventory operations is an asset.
- Availability to commit to the full 12-month contract.

How to Apply Please submit your resume through Indeed, highlighting your relevant administrative and accounting experience, including your knowledge of QuickBooks, accounts receivable, and order processing. Please include your earliest available start date and confirm your availability for a one-year maternity leave contract.

Pay: $20.00-$22.00 per hour

Expected hours: 37.5 per week

Benefits

- On-site parking

Work Location: In person

📌 Administrative and Accounting Coordinator — One-Year Maternity Leave Contract (Abbotsford)
🏢 New Almanic International
📍 Abbotsford