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Office Administrator & Accounts Payable Coordinator Location: Concord (Vaughan), ON (100% On-site) Position Type: Full-time, Permanent Compensation: $60,000 Base Salary + Benefits Company: Construction Sector. Job Overview We are seeking an organized, proactive, and detail-oriented Office Administrator & Accounts Payable Coordinator to join our team on-site at our Concord (Vaughan) facility. This dual-function role combines daily front-desk reception and general office management with core support in financial operations pecifically focusing on accounts payable invoice processing and matching. The ideal candidate brings a welcoming professional presence to our front desk, possesses strong administrative capabilities, and demonstrates proven accuracy in handling financial data using Microsoft 365 tools. Key Responsibilities Accounts Payable & Financial Operations Invoice Matching & Processing: Perform 3-way matching of purchase orders, receiving reports, and vendor invoices to verify accuracy prior to data entry. General Ledger Coding: Accurately code and input AP invoices into the accounting system in a timely manner. Vendor Support: Address vendor inquiries, reconcile supplier account statements, and resolve invoice or pricing discrepancies. Payment Preparation: Assist with preparing payment runs (EFTs, checks, and wire transfers) and maintain audit-ready digital and physical accounts payable records. Office Administration & Reception Front Desk Operations: Welcome clients, vendors, and visitors in a professional manner; answer and route incoming telephone calls and general inquiries. Mail & Courier Services: Receive, sort, and distribute incoming mail and packages; prepare outgoing courier shipments. Inventory & Office Supplies: Monitor office supply levels, place orders within budget guidelines, and maintain organized, fully stocked work areas and breakrooms. Facility Maintenance Support: Liaise with building management and vendors for routine facility maintenance, repairs, and service contracts. Employee Onboarding & HR Support Onboarding Coordination: Assist with the administrative setup for new hires, including preparing workstations, welcome kits, and office keys/access cards. Documentation: Collect and organize new hire paperwork, assist with orientation logistics, and ensure smooth integration into the office environment. Qualifications & Skill Requirements Experience: 2–4 years of progressive experience in office administration with hands-on accounts payable responsibilities. Software Proficiency: Strong proficiency in the Microsoft 365 Suite (Excel, Outlook, Word, Teams). Prior experience with accounting/ERP software (e.g., QuickBooks, Sage, or SAP) is a strong asset. Financial Aptitude: Proven understanding of accounts payable workflows, invoice matching procedures, and high numerical accuracy. Communication Skills: Excellent written and verbal communication skills for managing vendor relations and internal team communication. Organization: Strong multi-tasking skills with the ability to manage competing priorities efficiently. Location & Availability: Must be able to commute daily to our facility in Concord (Vaughan), ON for a 100% on-site schedule.

What you’ll do

The role manages daily front-desk reception and general office operations while providing core financial support. Key duties include 3-way invoice matching, general ledger coding, and coordinating new hire onboarding.

Requirements

Candidates need 2–4 years of experience in office administration and accounts payable with strong proficiency in Microsoft 365. Experience with ERP software like QuickBooks, Sage, or SAP is considered a strong asset.

Benefits

• Benefits

Listed skills

• Microsoft Excel · Preferred
• Microsoft Outlook · Preferred
• Microsoft Word · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Accounts Payable
• Invoice Matching
• General Ledger Coding
• Office Administration
• Reception
• Microsoft 365
• Excel
• Outlook
• Word
• Teams
• QuickBooks
• Sage
• SAP
• Vendor Management
• Employee Onboarding
• Multi-tasking

Job areas

• Administrative
• Finance & Accounting
• Construction
• Human Resources