Accounts & Administration Coordinator Job Oakville area,Ontario Canada,Administrative/Clerical

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 Quick Books. 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 Quick Books (or similar platforms).
Proficiency with Microsoft 365 (Excel, Word, Outlook) and/or Google Workspace.
Familiarity with phone systems (e.g., Ring Central), CRMs, or project management tools is an asset.
Knowledge or…