Accounting & Administrative Coordinator

The Accounting & Administrative Coordinator supports the efficient operation of the organization by ensuring accurate accounting processing, timely administrative support, and reliable financial data. The role contributes to month-end close activities, maintains strong document control and internal procedures, and supports daily office operations while ensuring accuracy, compliance, and coordination across multiple entities and functions.

• Record, process, and track supplier invoices using digital invoice processing and ERP systems.
• Ensure accurate coding, indexing, and posting of invoices in accordance with general ledger and cost accounting requirements.
• Process intercompany invoices and maintain accurate intercompany account balances.
• Monitor and reconcile corporate credit card expenses (US and Canada), including:
  • Reviewing monthly statements and maintaining expense tracking files.
  • Following up with employees to obtain missing receipts or supporting documentation.
  • Preparing and recording accruals for missing expenses at month-end and reversing them upon receipt of documentation.
• Prepare and post journal entries in accordance with accounting principles and internal policies.
• Reconcile accounting records and investigate discrepancies or variances.
• Prepare supporting schedules and reports for accounts payable, receivable, and operating expenses.
• Ensure financial data is accurate, complete, and compliant with internal procedures and closing deadlines.

• Ensure all invoices for the month are recorded by month-end, except approved open purchase orders.
• Record month-end closing entries for assigned legal entities by established deadlines.
• Monitor recurring invoices to ensure travel expenses are properly recorded.
• Track receipt and posting of invoices, prepare related statutory entries (including taxes on sales/purchase).
• Prepare summary schedules and supporting documentation for supervisors, auditors, and controllers.

• Post invoices against receipts and purchase orders. Ensure proper period cut-off by identifying goods and services received but not yet invoiced, closing receipts where no invoice is expected, and tracking discrepancies between invoices, receipts, and POs. Work closely with the Purchasing department to resolve variances in a timely manner.
• Support audit and internal control activities through accurate documentation and reporting.

• Answer and route incoming phone calls, screening when necessary.
• Welcome and direct visitors and clients.
• Collect mail weekly from the PO Box and distribute to relevant employees.
• Handle daily administrative requests received by email or phone.
• Maintain physical and electronic filing systems; ensure proper document archiving and traceability.
• Retrieve information from records, emails, minutes, and other documents; prepare written summaries when required.
• Prepare agendas, schedule meetings, and record and distribute meeting minutes or related documents.
• Coordinate office operations, including ordering supplies and arranging maintenance of office equipment.
• Contribute to the organization of company events (meal ordering, vendor coordination, quote requests).
• Respond to and resolve routine administrative inquiries.
• Perform other related administrative duties as assigned.

• Proficiency with IT tools, including Google Drive and Microsoft Office Suite.
• Basic to intermediate Excel skills (pivot tables, filters, simple formulas, data review).
• Solid foundational accounting knowledge, including preparation of journal entries.
• Strong organizational skills with a high level of attention to detail.
• Analytical and problem-solving abilities.
• Ability to work independently and manage recurring deadlines.
• Excellent verbal and written communication skills.
• Strong interpersonal skills and a customer-service-oriented mindset.