Accounting & Administrative Coordinator

Quantum Management Services Ltd.; Toronto; On-site; CAD 75,000 - 80,000; Full time

Job summary

Quantum Management Services Ltd. in Toronto is seeking an Accounting & Administrative Coordinator for a full-time, on-site role. You will manage day-to-day accounts payable, invoicing, and bookkeeping while supporting purchasing and general operations.

The ideal candidate has 3–5+ years in a similar role, strong Excel and SAP/ERP experience, and a dependable, team-oriented approach. This is a stable, long-term position in a collaborative environment with room to grow.

Qualifications

• 3-5+ years in accounts payable, bookkeeping, accounting administration, or a combined role.
• Experience in small to mid-sized manufacturing, wholesale, distribution, or similar business environment preferred.
• Proficient in Excel with strong reporting abilities.
• SAP or ERP experience preferred.
• Strong organizational skills and attention to detail.

Responsibilities

• Process day-to-day accounts payable and vendor invoices.
• Assist with accounts receivable, invoicing, and payment follow-ups.
• Maintain bookkeeping records and support financial reporting.
• Process purchase orders and related documentation.
• Support purchasing, inventory reports, and order processing.
• Provide general administrative support and coordination as needed.

Skills

Excel

Attention to detail

Communication

Teamwork

Organization

Tools

SAP

ERP System

Job description

Position: Accounting & Administrative Coordinator

Location: Toronto, ON (DVP & Eglinton)

Salary: $75,000-$80,000 annually

Schedule: Monday-Friday (Fully On-Site)

Job Type: Full-time, Permanent

Posting Type: Open vacancy

About the Opportunity

Our client, an established company in Toronto, is seeking an experienced and dependable Accounting & Administrative Coordinator to join their close-knit team.

This is an excellent opportunity for a well-rounded professional who enjoys combining day-to-day accounting responsibilities with purchasing, administration, and general business operations. Working within a smaller, collaborative office environment, you will play an important role in supporting the company's financial activities while helping ensure daily operations run smoothly.

The ideal candidate is someone who takes pride in their work, values accuracy and consistency, and enjoys being a reliable member of a team. You will be comfortable managing your own responsibilities, working closely with management, and assisting with a variety of tasks as business needs arise.

Previous experience within a small to mid-sized manufacturing, wholesale, distribution, or similar business environment would be particularly well suited to this opportunity.

This position is ideal for someone seeking a stable, long-term opportunity where they can contribute their experience, build strong working relationships, and become a valued member of an established organization.

Key Responsibilities

Accounting & Financial Administration

• Process day-to-day accounts payable transactions, including vendor invoices, payments, and financial recordkeeping.
• Assist with accounts receivable activities, customer invoicing, payment follow-ups, and account discrepancies.
• Perform general bookkeeping and transactional accounting duties, ensuring financial records remain accurate and organized.
• Assist with account reconciliations and the investigation of invoice or payment discrepancies.
• Review and process purchase orders, matching invoices and supporting documentation as required.
• Maintain organized accounting records and assist with financial reporting and other accounting-related administration.

Administration & Business Operations

• Provide general administrative and operational support to management and internal teams.
• Assist with purchasing activities, including purchase order preparation, supplier communication, and order tracking.
• Prepare and maintain inventory reports, customer records, and operational spreadsheets.
• Support administrative activities related to customer accounts, including data entry, documentation, and record maintenance.
• Provide backup support for order processing, invoicing, and customer service as needed.
• Communicate with internal teams, customers, and suppliers to ensure accurate information and timely follow-up.
• Assist with general office coordination and other administrative responsibilities as required.

Qualifications & Experience

• 3-5+ years of experience in accounts payable, bookkeeping, accounting administration, or a combined accounting and administrative position.
• Experience working within a small to mid-sized manufacturing, wholesale, distribution, or similar business environment is strongly preferred.
• Strong hands-on experience with accounts payable, invoicing, purchase orders, and day-to-day accounting transactions.
• Previous exposure to accounts receivable, account reconciliations, and general bookkeeping activities.
• Experience with SAP or another ERP/accounting system; SAP experience would be considered an asset.
• Proficiency in Microsoft Excel and the ability to maintain accurate spreadsheets and reports.
• Familiarity with purchasing, inventory administration, or order processing would be an asset.
• Strong organizational skills, attention to detail, and the ability to manage multiple responsibilities independently.
• A practical, dependable, and team-oriented approach, with a willingness to assist wherever needed.
• Strong communication skills and the ability to work comfortably with management, colleagues, customers, and suppliers.
• An interest in a stable, long-term position within a smaller, collaborative business environment.