Administration Coordinator

CHC Paint and Auto Body Supplies is seeking a highly organized and motivated Administrative Coordinator to join our team at our Markham location. This role has a key focus on reconciling vendor purchase orders, invoices, backorders and stock movement, and it also supports finance, sales and operations. The ideal candidate is detail-oriented, proactive, highly skilled in Excel, and comfortable working through large volumes of data. Key Responsibilities Vendor PO, Invoice & Stock Reconciliation (Primary Focus) Reconcile vendor purchase orders against receipts and vendor invoices, and resolve pricing, quantity and item discrepancies. Track and manage backorders, follow up with vendors on outstanding items, and keep backorder status current. Reconcile stock movement (receipts, transfers, returns and adjustments) across all CHC locations. Analyze large system reports in Excel to find variances, trends and root causes. Prepare clear reconciliation summaries and exception reports for finance, purchasing and leadership. Work with purchasing, warehouse and accounts payable to close out discrepancies quickly and accurately. Accounts Receivable Administration Manage invoicing and payment tracking systems. Make regular outbound calls to clients to follow up on payments and arrange settlements. Maintain accurate and up-to-date client account information. Sales & Client Interaction Support Make outbound Product Capture Report calls to generate new sales opportunities. Investigate and document reasons for lapses in client purchasing behaviour. Communicate findings and suggestions to sales and leadership teams. Company Communication & Support Provide administrative support across departments to keep internal operations efficient. Regularly update company dashboards, documents or other tools as directed. Participate in inter-departmental meetings and provide insights where applicable. Inventory Coordination Assist in inventory management across all CHC locations. Perform inventory counts, validate transfers and report discrepancies using CHC systems. Collaborate with warehouse and logistics staff to streamline stock processes. Expense and Asset Tracking Support initiatives to track company expenses and asset maintenance. Maintain organized records related to company vehicles, equipment and facility maintenance. General Duties Participate in company projects or initiatives as assigned. Provide occasional administrative support to leadership or other departments. Qualifications & Requirements Strong to expert-level Microsoft Excel skills, including XLOOKUP/VLOOKUP, pivot tables, advanced filtering, conditional formatting and working with large datasets (tens of thousands of rows). Proven experience analyzing large reports and reconciling purchase orders, invoices, backorders or inventory. Proven experience in administrative, AR/AP or office coordination roles (experience in the automotive or distribution industry is an asset). Proficiency with Google Workspace. Strong communication skills and professional telephone etiquette. Comfortable with data entry, reporting and learning company-specific software tools. Excellent attention to detail, time management and organizational abilities. Able to work independently and handle multiple tasks in a fast-paced environment. Willing to learn and take initiative on new tasks or systems as needed. Compensation & Tools Provided Full-time employment with a competitive salary based on experience. Company-provided laptop. Dedicated desk or office space at the Markham location. Some remote work is available with this position; regular attendance at the Markham office is required. Job Type: Full-time Pay: $20.00-$22.00 per hour Benefits: Casual dress Company events Dental care Extended health care On-site parking Paid time off Application question(s): What level of Excel user are you? Expert, Intermediate Work Location: In person

View the full posting and apply