Accounting and Customer Coordinator
 
Spot Marketing Group – Ingersoll, Ontario
 

Job Description

Spot Marketing Group is growing and we are seeking an Accounting and Customer Coordinator (internally known as our Business Support Specialist) to join our talented team. You must love a good challenge and a fast-paced environment where no two days are ever the same. You enjoy details, order management, accounting and administrative tasks, while wearing many different hats each day.
 
You are a natural leader, who takes initiative, is full of energy, passionate and is motivated to be successful. You will be responsible for incoming correspondence (phone calls, emails, faxes, etc.) for all departments. You will input sales orders and contracts into project accounting with accurate budgets and forecasts. You will process and clear supplier invoices for payment. A good understanding of business and accounting processes is important. You will need to be proficient in QuickBooks, and understand accrual accounting. You love numbers, and can quickly process customer invoices, reconcile accounts, pay bills and create financial statements and reports.
 
Communication is key! You are clear, concise and professional and you understand the importance of finding efficiencies and creating processes while enforcing strong workflow habits. You have an innate attention to detail and thrive on wearing many different hats on any given day. You are not afraid to speak up, and take charge! You take pride in putting a smile on everyone’s face that you meet. You will be responsible for communicating and appropriately directing customers, suppliers and other inquiries to the appropriate people within the business. You will be a critical role to finance and customer care.
 

Responsibilities

You will report to the VP of Finance and will be responsible for many aspects of our business including Financial, Administration and Customer Services. Financial responsibilities include accounts payable and receivable, GL coding, payroll and financial reporting. Attention to detail, organizational skills and ability to multi-task will be imperative in supporting this Finance, Administrative and Customer Service functions of the business.

 

General Workflow

• Coach, mentor and inspire the Customer Service team to provide exceptional customer services, that is client centric.
• Work closely, administratively and collaboratively with the Sales Team to manage orders, proofing and come up with exciting solutions for our clients.
• Support the VP of Finance with your amazing accounting skills.
• Responsible for tracking order status, and keeping to a strict delivery schedule.
• Manage the business finances, providing required weekly and monthly reporting.
• Manage front desk tasks, showroom, reception, and oversee process and procedures.

 

A Day in Your Life

• Keep inspiration and morale high, making sure employees have the tools and resources they need to be successful in their roles.
• Build rapport and relationships amongst all teams and employees in the Agency.
• Manage all print, promotional and clothing (product) orders, from start to finish.
• Make daily deposits, oversee Accounts and Accounts Payable.
• Anticipate and manage problems as they arise, professionally and tactfully.
• Show and inspire an entrepreneurial spirit while serving our client’s to the best of your ability.
• Drive efficiencies, policies, processes and strong workflows.

 

Education & Experience

• You have a Degree or Diploma in Business, Business Administration, Accounting or related field from a recognized college or university or related experience.
• You are proficient with QuickBooks Online.
• You are proficient with MS Office, especially Word and Excel.
• You have 3-5 years of experience in accounting, office admin, and/or order management.

 

Skills & Competencies

• You are a great listener with strong comprehension who can articulate constructive feedback.
• You seek and come up with efficient problem-solving techniques and have excellent people skills.
• You are impressively organized and can anticipate issues before they arise.
• You are adaptive and flexible, able to efficiently shift gears and focus on various tasks at the same time.
• Your file-naming and file-management skills are an inspiration to others.
• You are used to hard deadlines and pressure just sharpens your focus.
• You follow through on everything, from tasks to promises.

 

Professional and Administrative

• Assist with full-cycle product ordering process.
• Maintain an orderly accounting filing system using QuickBooks Online.
• Support and streamline daily, weekly, monthly cash reconciliations to GL Ledgers.
• Liaise and communicate with customers, suppliers and employees when necessary.
• Analyze, forecast, and administer financial requirements for each of the company’s bank accounts and business entities.
• Management and administration of intercompany and cross-border (US and Canadian) financial transactions between the Company’s entities in line with its corporate and tax structure.
• Coordinate payroll and monthly source deductions.
• Communicate effectively and develop/manage relationships with internal and external business stakeholders
• Support the VP of Finance in the quarterly and yearly budgeting/forecasting process – liaising with all business units and department heads.
• Demonstrated expert verbal and written communication skills with the ability to articulate financial information and complex ideas in easy to understand business terms to all levels of management including senior leaders
• Manage front desk and clerical duties, including receiving shipments, answering phones, redirecting customer inquiries and managing orders
• Assist with Purchase Orders, quoting, and delivery schedule

Degree in Accounting or Business Administration or related Demonstrated QuickBooks and Excel experience
Payroll experience is an asset