Office Coordinator

O'Briens Corporate Group; Kapuskasing; On-site; CAD 42,000 - 54,000; Full time

Job summary

O’Briens Corporate Group in Kapuskasing, Ontario is seeking an organized Office Coordinator to support the Finance Department. You will maintain accurate financial records, enter supplier invoices in QuickBooks Online, and assist with reconciliations and day-to-day administration across the group.

Reporting to the Chief Operating Officer, you will work closely with the finance team in a non-supervisory role, handling confidential information, improving filing procedures, and supporting

Qualifications

• Secondary school diploma or equivalent; office/admin or accounting training is an asset.
• 1–3 years admin or accounting support experience preferred.
• Proficient in Excel, Word and data entry; basic bookkeeping and reconciliation knowledge.

Responsibilities

• Maintain organized paper and electronic financial records, separated by company and supplier.
• Enter supplier invoices in QuickBooks Online; verify amounts, taxes and supporting documents, and identify duplicates or discrepancies.
• Complete assigned reconciliations and prepare supporting spreadsheets and program documentation.
• Track fuel purchases, usage and tank records; reconcile receipts, invoices and dispensing logs, and prepare monthly reports.
• Maintain vehicle registers, ownership and insurance documents; track renewal dates and coordinate updates with brokers and management.
• Support accounts payable and receivable administration, supplier account records and follow-up for missing documentation.
• Assist with month-end, year-end and audit requests by preparing summaries and retrieving complete supporting records.
• Handle routine correspondence and inquiries, improve filing procedures and provide administrative coverage as assigned.
• Protect confidential information, follow approval procedures and report discrepancies to the appropriate finance team member.

Skills

Excel

Word

Data entry

Attention to detail

Education

Secondary school diploma or equivalent

Office administration or accounting training (asset)

Tools

QuickBooks Online

Job description

O’BRIENS CORPORATE GROUP
Office Coordinator
Finance Department

Kapuskasing, Ontario | Full-time
Salary commensurate with experience.

O’Briens Corporate Group is seeking an organized, detail-oriented Office Coordinator to support our Finance Department. You will maintain accurate records, enter supplier invoices and assist with reconciliations and day-to-day administration across the various entities within O’Briens Corporate Group. Reporting to the Chief Operating Officer, you will work closely with our finance team in a non-supervisory support role.

Key responsibilities

• Maintain organized paper and electronic financial records, keeping documents clearly separated by company and supplier.
• Enter supplier invoices in QuickBooks Online; verify amounts, taxes and supporting documents, and identify duplicates or discrepancies.
• Complete assigned Nutrition North Canada reconciliations and prepare supporting spreadsheets and program documentation.
• Track fuel purchases, usage and tank records; reconcile receipts, invoices and dispensing logs, and prepare monthly reports.
• Maintain vehicle registers, ownership and insurance documents; track renewal dates and coordinate updates with brokers and management.
• Support accounts payable and receivable administration, supplier account records and follow-up for missing documentation.
• Assist with month-end, year-end and audit requests by preparing summaries and retrieving complete supporting records.
• Handle routine correspondence and inquiries, improve filing procedures and provide administrative coverage as assigned.
• Protect confidential information, follow approval procedures and report discrepancies to the appropriate finance team member.

Qualifications

• Secondary school diploma or equivalent; education in office administration, business, accounting or bookkeeping is an asset.
• One to three years of administrative, clerical or accounting support experience preferred.
• Strong Microsoft Excel, Word and data entry skills, with basic bookkeeping and reconciliation knowledge.
• Excellent organization, communication and time management, with a high level of accuracy and attention to detail.
• Ability to work independently and collaboratively, manage competing deadlines and handle confidential information with discretion.
• Experience with QuickBooks Online and financial records across multiple businesses is an asset.

We thank all applicants for their interest, however, only those selected for an interview will be contacted.

O’Briens Corporate Group is committed to diversity, equity, and inclusion.

We welcome and encourage applications from individuals of all backgrounds, including Indigenous peoples, persons with disabilities, and members of visible minority groups. All applications will be received with interest and treated confidentially.