Office Administrator

About the Role

We are a growing Canadian distribution company seeking a detail-oriented and service-driven Customer Service Administrator to support our customer care and order-to-cash operations. This role is ideal for someone who enjoys working across teams, solving customer issues, and keeping billing and order processes running smoothly.

Key Responsibilities

Accounts Receivable and Collections

- Monitor accounts receivable aging and follow up on outstanding balances.

- Communicate with customers to resolve payment discrepancies and secure timely collections.

- Maintain accurate customer account notes and documentation.

- Process payments.

Invoicing

- Prepare and issue invoices for daily sales orders.

- Manage invoicing requirements for big-box retailers, ensuring compliance with vendor guidelines (PO matching, deductions, routing rules, EDI or portal submissions where applicable).

- Investigate and resolve pricing, quantity, and shipping variances before invoicing.

Customer Service and Help Desk

- Respond promptly to customer inquiries via phone and email.

- Handle returns, RMA requests, credits, and service follow-ups with clear documentation.

- Coordinate with warehouse, sales, and logistics to ensure customer issues are resolved efficiently.

Order Management

- Enter customer orders accurately and confirm key details such as pricing, availability, and delivery timelines.

- Track orders through fulfillment and provide proactive updates to customers as needed.

Inventory Procurement Support

- Assist with inventory replenishment and procurement tasks as required.

- Coordinate with purchasing and operations to address shortages and urgent supply needs.

General Administration

- Support the operations and customer service teams with other administrative tasks as required.

Qualifications

- 2+ years of experience in customer service, order administration, or billing in a distribution, wholesale, or logistics environment.

- Strong understanding of invoicing workflows and A/R processes.

- Comfort working with high-volume orders and multiple customer accounts.

- Excellent communication skills, written and verbal.

- Strong attention to detail, organization, and follow-through.

Preferred Qualifications

- Experience with big-box retail customers and their invoicing or compliance requirements.

- Experience with Odoo ERP system is a major bonus.

- EDI exposure is an asset.

- Bilingual (English/French) is a plus.

Position is in-office 9:00am-5:00pm Monday to Friday.

Job Types: Full-time, Permanent

Pay: $19.00-$23.00 per hour

Education:

- Secondary School (preferred)

Language:

- English (preferred)

Work Location: In person