An Office Administrator is the administrative backbone of the office, bridging sales support, finance administration, and customer experience. You will keep orders and invoices accurate, keep receivables and payables current, and ensure customers receive clear answers quickly. This is a hands-on role in a working distribution business, not a narrow data-entry position, and the right person will see the whole order-to-cash cycle and improve it. You will report to the General Manager and work closely with sales and operations.
Responsibilities
Enter and confirm sales orders, and keep order status accurate for the sales team and for customers
Prepare quotes, price confirmations, and order acknowledgements for wholesale accounts
Maintain customer account records, including pricing, payment terms, and ship-to details
Produce weekly and monthly sales reports from order and invoice data
Coordinate with warehouse and logistics on release dates, backorders, and delivery schedules
Support the sales team with account documentation and follow-up on open items
Keep relationship with our supplier
Perform any other functions assigned on daily bases
Issue customer invoices accurately and on time, and send them through the agreed channel
Apply customer payments to the correct accounts and invoices, and reconcile daily deposits
Follow up on aged receivables and maintain a current collections log
Reconcile customer statements and resolve billing discrepancies and short payments
Prepare credit notes and adjustments with the appropriate approval
Flag credit risks and payment patterns to the manager before they become problems
Process vendor invoices, match them to purchase orders and receiving records, and route them for approval
Enter payables and prepare payment runs on schedule
Reconcile vendor statements and resolve pricing or quantity discrepancies
Maintain vendor files, including terms, banking details, and tax documentation
Support month-end close with accruals and expense coding
Handle inbound customer inquiries by phone and email, and resolve or route them promptly
Own order-status updates and delivery follow-ups for key accounts
Manage escalations through to resolution, keeping the customer informed at each step
Maintain accurate customer and supplier account records and interaction notes
Identify recurring service issues and raise them with the manager
Support the onboarding of new wholesale accounts
Requirements
Sales experience: Demonstrated experience in a sales or sales-support role, with a working understanding of quoting, order flow, and account relationships
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Accounts receivable and accounts payable experience: Hands-on experience in both accounts receivable and accounts payable — invoicing, payment application, collections follow-up, vendor invoice processing, and reconciliation. Experience in one but not the other does not meet this requirement
Customer service and customer experience experience: A track record of handling customer inquiries, resolving problems, and owning the customer's experience through to resolution
3+ years in a comparable administrative, bookkeeping, or sales-support role
Post-secondary education in business, accounting, or administration required
Intermediate Excel, including formulas, sorting, filtering, and basic reconciliation
Exposure to an accounting or ERP system such as QuickBooks, Sage, or NetSuite
Clear, professional written and spoken English, strong attention to detail, and comfort working to deadlines
Nice to have:
Experience in a wholesale or distribution environment
Bilingual in English and French
Payroll support experience
CRM experience, such as Salesforce or HubSpot
Experience documenting or improving administrative processes
Benefits
Participation in commission or bonus programs
Paid vacation
A growth path in a small, hands-on team
Company events
Employee assistance program
On-site parking
Paid time off
Important Details
Expected hours: 40.0 per week
Application Process
Submit a resume and a short cover letter that states your accounts receivable and accounts payable experience and your sales experience. Applications without a cover letter addressing both will not be reviewed.
About the Company
Easywell Consumer Products is a Canadian consumer-products supplier with a wholesale and distribution operation. We source and distribute consumer cooking oil and other food products to wholesale and retail accounts, and we work closely with our customers to keep orders moving and shelves stocked. Our team is hands-on and close-knit, and the administrative function sits at the centre of how the business runs: orders, invoices, payments, and customer questions all pass through it.