Accounts & Administration Coordinator

KB Media Corp; Casselman; Hybrid; CAD 32,000 - 36,000; Full time

Benefits offered by this job

Group insurance

Health benefits

Group retirement plan

Travel reimbursements

Company discounts

Flexible work environment

Advancement opportunities

Annual company retreat

Job summary

KB Media, based near Ottawa with offices in Montreal and Toronto, seeks an Administration and Accounts Coordinator to keep daily operations precise. You will support client onboarding, invoicing, vendor coordination, and safety compliance while collaborating with sales, production, and leadership teams.

Ideal candidates have at least 2 years in office administration or accounting support, with QuickBooks and MS 365/Google Workspace proficiency.

Qualifications

• Minimum 2 years in office administration, accounts coordination, or sales administration.
• Experience with Accounts Receivable, Accounts Payable, invoicing, and routine financial audits/reconciliations.
• Experience in facility operations coordination and safety compliance preferred.
• Diploma/degree in Accounting, Business Administration, Finance, Office Administration or related field.

Responsibilities

• Provide admin, financial, and operational coordination under the COO and Director of Finance.
• Manage client onboarding, proposals, site/vehicle measurements, and estimations as needed.
• Coordinate vendor services, fleet/building upkeep, and internal communications.
• Maintain safety standards, track certifications, schedule inspections, and manage safety gear.
• Support agency growth with proactive administrative and operational assistance.

Skills

Bilingual English/French

Driver's license (G-class)

Strong organizational skills

Autonomous & team player

Billing workflows & financial reports

Excellent communication

Discretion & integrity

QuickBooks proficiency

MS 365 / Google Workspace

Education

Diploma in Accounting/Business Admin/Finance

Tools

QuickBooks

Microsoft 365

Google Workspace

RingCentral/CRM tools

Job description

Are you an organized, detail-oriented professional with a knack for keeping business operations running smoothly, clients happy, and numbers in order? Do you thrive in a creative, fast-paced environment where your administrative skills, customer service, and operational oversight directly support company growth? If that sounds like something for you, we’d like to hear about it.

Job Description

You are needed to provide vital administrative, financial, and operational coordination to ensure the seamless daily function of our growing agency. In this role, you will act as a core operational anchor: supporting accounts receivable and payable, helping client sales administration, maintaining facility operations, and keeping our safety and compliance standards up to date. Working closely with our sales, production, and leadership teams, you will ensure our administrative workflows, financial transactions, and office environments operate with precision, accountability, and efficiency. The Administration and Accounts Coordinator reports directly to the COO and the Director of Finance.

You will act as the vital bridge between clients, sales, finance, production, and design teams to ensure projects run without a hitch. This role demands sharp attention to detail, strong multi-tasking abilities, and a proactive approach to problem-solving in a fast-paced creative environment. As an ideal candidate, you are a reliable self-starter and team player who takes pride in maintaining structured, accurate workflows. You bring positive energy, system-driven efficiency, and high standards of integrity to everything from client onboarding to monthly financial reconciliations.

In your role as Administration and Accounts Coordinator, you will be responsible for:

• Client & Sales Support: Serve as a client contact from quote to completion. Manage onboarding, prepare proposals, conduct site/vehicle measurements, and prepare estimations when required.
• Financial & Accounting Administration: Drive daily financial workflows in QuickBooks. Manage A/R and A/P, process payments, issue invoices, create purchase orders, reconcile petty cash, and audit time entries for accurate billing.
• Facility & Business Operations: Keep our headquarters running seamlessly. Coordinate vendor services (utilities, fleet maintenance, building upkeep), help support office/production inventory, and maintain internal communications.
• Health, Safety & Compliance: Maintain workplace safety standards. Track employee certifications, schedule equipment inspections (forklifts, safety boards), and keep facility safety gear fully stocked.
• General Operational Support: Provide proactive administrative and operational assistance to support agency growth and team success.

Requirements

The ideal candidate who will be most successful in this role has:

Skills & Attributes

• Fluent bilingual (English and French) proficiency in both verbal and written format.
• A G-class driver’s license and access to a personal vehicle for local site visits or client meetings.
• Strong organizational skills with an acute attention to detail, accuracy, and data integrity.
• Capable of working as part of a team and executing autonomously in a fast-paced environment.
• High comfort level working with billing workflows, numbers, and basic financial reports.
• Excellent active listening, verbal, and written communication skills with a professional demeanor.
• High level of discretion and integrity when handling client and financial records.
• Proficiency with accounting software such as QuickBooks (or similar platforms).
• Proficiency with Microsoft 365 (Excel, Word, Outlook) and/or Google Workspace.
• Familiarity with phone systems (e.g., RingCentral), CRMs, or project management tools is an asset.
• Knowledge or experience in print, signage, wide-format graphics, web, digital marketing, or media production industries is a strong asset.

Experience

• Minimum of 2 years of hands-on experience in office administration, accounts coordination, bookkeeping support, or sales administration.
• Demonstrated experience with Accounts Receivable, Accounts Payable, client invoicing, and routine financial audits/reconciliations.
• Experience in facility operations coordination, inventory management, or workplace health and safety compliance is preferred.

Education

• Diplomas, degrees, or certifications in Accounting, Business Administration, Finance, Office Administration, or a related field of study.

Position

Full time or part-time, permanent.

Work Location

You will be working from our headquarters office, located in Casselman, Ontario. You will have the flexibility to work from home when needed.

Compensation

$23 to $26 per hour (48K to 60K annually based on 40 hrs to 44 hrs per week).

Compensation will be based on demonstration of your experience, knowledge, qualifications, and skills. Wages are further evaluated after passing a 6-month probationary period.

What we offer you:

• Group insurance & health benefits.
• Mental health and wellness Employee Assistance Program.
• Group Retirement Savings Plan contribution.
• Travel cost reimbursement for business-related trips, training, and meetings.
• Company discounts.
• A flexible work environment within a growing company.
• Advancement opportunities: We believe in an open work environment that allows you and your role to evolve as your strengths emerge and experience grows.
• Annual company retreat.

About KB Media

KB Media is a leading media solutions company supplying full service experience in the areas of design & branding, marketing & communications, print media, promotional items, signage & wraps, websites & hosting, photography & video, and special event coordination.

With its headquarters located 25 minutes East of Ottawa and offices in Ottawa, Montreal, and Toronto, KB Media assists various companies with the management and strategy of their corporate branding programs. Few companies are in a position that allows them to dedicate an experienced team of designers, project managers, production artists, and consultants to this task.

As a team of experts with over 30 years of experience, KB Media provides comprehensive services that allow its clients to accomplish their branding objectives effectively. Striving to develop long-term relationships with clients by providing unparalleled service and expertise, KB Media recognizes that performance that continually meets and exceeds client expectations is the key to achieving that goal.