Position Summary
Bench-Mark Equipment and Supplies is seeking a highly organized, proactive, and dependable Office Administrator to oversee the day-to-day administrative, shipping, accounts receivable, and accounts payable functions of the business.
This position is ideal for someone who enjoys taking ownership, creating order, following up on outstanding items, and ensuring tasks are completed accurately and on time. The successful candidate will be comfortable coordinating multiple priorities, communicating with customers and suppliers, and working independently to keep the office running smoothly.
Key Responsibilities
Shipping and Order Coordination
- Create waybills and coordinate outgoing and incoming shipments.
- Track shipments and follow up with carriers when delays or delivery issues occur.
- Ensure customers receive their equipment within the expected timeframe.
- Resolve shipping discrepancies, missing items, damaged goods, and other order-related concerns.
Accounts Receivable
- Prepare and send customer invoices as required.
- Monitor outstanding customer accounts and follow up on overdue balances.
- Collect accounts receivable in a professional and consistent manner.
- Maintain accurate records of customer payments and outstanding invoices.
- Communicate account issues or collection concerns to management and the bookkeeper.
Accounts Payable and Supplier Administration
- Receive, review, and digitize supplier invoices.
- Confirm invoices are accurate and match purchase orders, receipts, or deliveries.
- Ensure supplier invoices are submitted and paid by their due dates.
- Maintain organized digital records of invoices, statements, and payment confirmations.
- Review supplier statements and investigate discrepancies or missing invoices.
- Communicate with suppliers regarding invoices, payments, credits, and account questions.
Bookkeeping and Financial Administration
- Work closely with the bookkeeper to provide accurate and complete financial documentation.
- Assist with government remittances, reconciliations, and other regular bookkeeping requirements.
- Ensure financial records and supporting documents are properly filed and readily accessible.
- Prepare and organize year-end documentation for the bookkeeper and accountant.
- Respond to requests for invoices, receipts, statements, and other supporting records.
General Office Administration
- Develop and maintain organized administrative systems and procedures.
- Keep digital and physical files current, accurate, and easy to locate.
- Monitor deadlines and proactively follow up on incomplete or outstanding tasks.
- Coordinate communication among customers, suppliers, carriers, management, and the bookkeeper.
- Identify administrative problems and take initiative to resolve them.
- Provide additional office and operational support as required.
The Ideal Candidate
The ideal candidate is someone who:
- Is exceptionally organized and detail-oriented.
- Takes ownership of responsibilities and follows tasks through to completion.
- Is proactive and comfortable taking control of situations when action is required.
- Enjoys creating systems, maintaining order, and improving processes.
- Can confidently follow up with customers regarding overdue accounts.
- Communicates professionally and clearly with customers, suppliers, and service providers.
- Can manage several priorities without losing track of details.
- Works well independently and does not require constant supervision.
- Is dependable, accurate, and committed to meeting deadlines.
- Handles financial and company information with discretion and confidentiality.
Qualifications
- Previous experience in office administration, shipping coordination, bookkeeping support, accounts receivable, or accounts payable is preferred.
- Experience creating waybills and working with shipping or courier companies is an asset.
- Familiarity with accounting or bookkeeping software is an asset.
- Strong computer skills, including email, spreadsheets, digital filing, and document management.
- Strong written and verbal communication skills.
- Proven ability to organize records, manage deadlines, and follow up on outstanding matters.
- High level of accuracy when working with invoices, payments, shipments, and customer orders.
What Success Looks Like in This Position
- Customer orders are accurate and delivered as expected.
- Shipments are properly documented and actively tracked.
- Overdue customer accounts are followed up on consistently.
- Supplier invoices are processed, organized, and paid on time.
- Financial documentation is complete and readily available to the bookkeeper.
- Year-end records are organized and prepared in advance.
- Administrative tasks do not fall through the cracks.
- Management can rely on the Office Administrator to take ownership and keep things moving.
Pay: From $50,000.00 per year
Benefits:
- Casual dress
- Dental care
- On-site parking
- Paid time off
- Vision care
Work Location: In person
