Administrative Support Specialist

Poss Design Limited; Oakville; On-site; CAD 52,000 - 78,000; Full time

Benefits offered by this job

Competitive compensation and benefits

Job summary

POSS Design Limited in Oakville, Ontario is hiring an Administrative Support Specialist with a finance focus. You will manage core accounting tasks, support HR processes, and oversee office administration in a fast-paced environment.

The role combines Accounts Payable/Receivable, payroll coordination, and administrative duties to ensure accurate financial records and compliant HR practices. On-site work in Oakville with a collaborative team.

Qualifications

• Post-secondary education in Business Administration or related field.
• Formal training or experience in accounting fundamentals (A/P, A/R, reconciliations, invoicing).
• Formal training or experience in HRIS, HR practices, and Ontario labor/workplace safety legislation.

Responsibilities

• Process day-to-day Accounts Payable including vendor invoices and three-way matching.
• Review pricing, taxes, freight, and receiving information; resolve discrepancies.
• Maintain vendor accounts, reconcile invoices and statements, and process payments.
• Support Accounts Receivable: invoicing, cash applications, collections; assist month-end close.
• Understand Genius ERP workflow across purchasing, receiving, inventory, shipping and invoicing; suggest process improvements.
• HR administration: onboarding/offboarding, benefits administration, HRIS data integrity, compliance.
• Office administration: manage day-to-day operations, records, and liaise with building management/vendors.
• Support leadership with HR and finance initiatives and be a local contact for corporate coordination.

Skills

Accounts Payable / Receivable

Genius ERP familiarity

Payroll and benefits administration

Office administration

Attention to detail

Education

Post-secondary education in Business Administration

Tools

Genius ERP

Job description

POSS Design Limited, founded in 1978 and based in Oakville, Ontario, is a global leader in technology for mechanical separation of protein. Known for best-in-class solutions, POSS primarily serves the red meat, poultry, seafood, and pet food industries.POSS is part of the Duravant group of companies, headquartered in Downers Grove, IL. Duravant is a global engineered equipment company with manufacturing, sales and service facilities throughout North America, Europe and Asia.This position description identifies the major responsibilities of this role. It does not include all aspects of the position such as the potential additional duties assigned by managers and the requirement for occasional operational flexibility for the company's overall benefit.POSITION SUMMARY:The Administrative Support Specialist is primarily a finance-focused role responsible for executing core accounting activities, supporting key human resources processes and taking ownership of office administration at POSS.In finance, this position plays a critical role in maintaining accurate financial records, supporting transactional accounting processes, and ensuring compliance with company policies and internal controls. HR focus is on administration duties involving payroll and benefits coordination, HR policy, health and safety, and employee lifecycle management. Office administration duties emphasizes smooth daily operation and interactions with the outside parties important to POSS.This role is well suited for a detail-oriented professional with a strong accounting foundation who is comfortable contributing to HR operations in a dynamic, fast-paced environment.ESSENTIAL DUTIES AND RESPONSIBILITIES:Accounting / Finance (Primary Focus)Manage day-to-day Accounts Payable, including accurate and timely processing of vendor invoices.Perform three-way matching of vendor invoices, purchase orders and receiving records within Genius ERP.Review pricing, quantities, freight, taxes and receiving information, investigating and resolving discrepancies.Maintain accurate vendor accounts and reconcile invoices, credits, payments and vendor statements.Prepare and process vendor payments in accordance with established terms and internal controls.Monitor outstanding purchase orders, receipts and AP transactions to support accurate month-end reporting.Support Accounts Receivable, including customer invoicing, cash applications and collections.Assist with month-end close, including reconciliations, accruals and journal entries.Review and process employee expense reports for accuracy and policy compliance.Support financial reporting, audits and other accounting requirements.Maintain a strong understanding of the Genius ERP workflow across purchasing, receiving, inventory, shipping and invoicing.Identify opportunities to improve accounting processes, controls and ERP efficiency.Human ResourcesManage onboarding and offboarding processesAdminister employee benefits programsMaintain HRIS data integrity and employee recordsEnsure external HR related compliance, reporting, and documentationContribute to employee engagement and HR initiatives as neededBe a support contact for employee HR-related inquiriesBe a local contact for group and corporate HR coordinationOffice AdministrationOversee day-to-day office operations and ensure the workplace functions efficiently.Serve as the primary point of contact for office-related questions and requirements.Maintain office records, filing systems, contact information, and other administrative documentation.Coordinate office maintenance, changes, renovations, etc. with building management, landlords, contractors, and service providers as required.Manage purchasing requirements for office operations.Other assigned duties.POSITION REQUIREMENTS:Post-secondary education in Business Administration (or similar)Formal training or practical experience in accounting fundamentals (A/P, A/R, reconciliations, invoicing)Formal training or practical experience in HRIS, HR practices and working knowledge of Ontario labor and workplace safety legislature.3–5 years of progressive experience in a combined HR, finance, and administrative generalist role.Practical experience in accounting / ERP softwareStrong attention to detail, organization, and time management skillsAbility to handle sensitive and confidential information with professionalism and discretionStrong interpersonal and communication skills; able to work effectively with employees at all levelsPHYSICAL DEMANDSAble to stand, walk, bend, twist and reach with arms and hands. Good visual acuity to see computer screens and read fine print on a variety of reports.WORK ENVIRONMENT:Primarily office with occasional need to be in manufacturing environment requiring eye, ear and foot protective equipment.WHY YOU SHOULD APPLY:Competitive compensation and benefitsSmall, close knit, collaborative and supportive team environmentOpportunity to work closely with leadership and corporate partnersBroad exposure across HR and finance functions with growth potential both within company and larger group.EQUAL OPPORTUNITY & ACCOMMODATION STATEMENTPOSS is an equal opportunity employer committed to fostering a diverse and inclusive workplace. We welcome applications from all qualified individuals and will provide accommodation throughout the recruitment process and employment in accordance with applicable local, provincial and federal legislation.