Job Description

About Us:

At Unlimited HRM Solutions Inc., we partner with growing organizations to streamline and elevate their HR functions. From designing foundational HR infrastructure to supporting strategic workforce growth, we deliver hands-on, executive-level HR support tailored to each client's unique needs.

We're currently managing the recruitment process on behalf of one of our valued clients in the manufacturing and distribution sector. Our goal is to find a candidate who not only meets the technical requirements of the role, but who also aligns with the company's values, working style, and long-term vision.

Position Summary

The Finance & Office Coordinator plays a critical dual role in ensuring the smooth execution of day-to-day financial transactions and serving as the first point of contact for suppliers, customers, and visitors. This individual will maintain accurate financial records, ensure compliance with HST remittance timelines, and coordinate essential business operations including shipment documentation, supplier engagement, and purchase order processing. As the face of the organization, the incumbent will be responsible for upholding a professional and service-oriented front office environment.

Key Responsibilities

Financial Operations

Accurately enter invoices and process payables and receivables within SAP B1. Reconcile bank statements on a scheduled monthly basis to ensure ledger accuracy. Prepare and file HST remittances in accordance with CRA deadlines and standards. Support month-end close activities including journal entries, reporting, and accruals. Collaborate with the finance team on continuous process improvements and internal controls.

Logistics & Procurement Coordination

Coordinate the documentation of outgoing shipments and manage freight providers to ensure on-time delivery. Prepare accurate customs documentation for international shipments. Resolve freight and logistics issues promptly in collaboration with warehouse and shipping teams. Process purchase orders efficiently and maintain accurate records within SAP B1. Liaise with suppliers to ensure timely order fulfillment and effective issue resolution.

Office Administration & Cross-Functional Support

Serve as the first point of contact for walk-ins, deliveries, and general inquiries. Support internal teams with administrative tasks and issue resolution. Maintain communication logs and ensure timely responses to internal and external stakeholders. Ensure a clean, organized, and welcoming front office environment. Adapt to dynamic needs in operations, supporting a variety of projects as required.

Required Qualifications

Diploma or degree in Accounting, Business Administration, or related field. Minimum 3-5 years of relevant experience in finance, logistics, or office coordination. Proficiency in SAP B1 or similar ERP systems is required. Demonstrated ability to manage multiple priorities in a fast-paced environment. Strong interpersonal skills with a customer-focused mindset. Detail-oriented, analytical, and adaptable to change.

Key Competencies

Accuracy & attention to detail Time management & prioritization Effective communication (written and verbal) Accountability and problem-solving Professionalism and service orientation

Key Performance Indicators (KPIs)

Maintain an invoice processing error rate of ? 1% per month to ensure accurate and timely financial reporting. Complete all bank reconciliations within 5 business days after month-end to ensure timely and accurate financial reporting. Ensure 100% on-time and accurate HST filings to maintain compliance, and achieve an operational task completion rate of ? 95% to support consistent workflow execution. Coordinate shipments to ensure ? 98% are sent on or before the due date, supporting efficient and reliable delivery performance. Maintain a customs documentation error rate of ? 2% to ensure compliance and minimize shipment delays. Resolve freight-related issues within an average of 48 hours to maintain smooth logistics operations and customer satisfaction. Process purchase orders within an average of 2 business days from request to issuance to ensure timely procurement and minimize operational delays. Respond to supplier inquiries within 1 business day to maintain strong vendor relationships and ensure efficient supply chain communication. Deliver all assigned inputs for month-end close on schedule to ensure accurate and timely financial reporting. Resolve ? 90% of internal cross-departmental queries and issues within 3 days to support seamless collaboration and operational efficiency. Contribute at least 3 implemented process improvement suggestions per year to enhance efficiency and drive continuous improvement. Maintain a ? 1% error rate in SAP transactions to ensure data accuracy and system reliability. Achieve an average communication quality score of ? 8/10 based on manager and supplier feedback to support effective and professional interactions Demonstrate adaptability by effectively taking on new tasks during peak periods, as reflected in positive performance reviews.

Character Traits

Integrity: Maintains confidentiality, follows through on commitments, and demonstrates honesty in all interactions. Reliability: Consistently punctual, dependable, and committed to completing tasks accurately and on time. Professionalism: Represents the organization with poise, courtesy, and a customer-service mindset. Initiative: Takes proactive steps to improve processes and solve problems without being prompted. Resilience: Manages stress effectively and remains calm under pressure or during peak workload periods. Curiosity: Demonstrates a willingness to learn and improve systems or financial workflows. Collaboration: Works well with colleagues, shares information freely, and contributes to a positive team environment. Accountability: Accepts responsibility for actions and performance and actively seeks feedback for growth.

Demands of the Job

The Finance & Office Coordinator role requires the ability to perform the following physical, mental, and environmental demands:

Physical Demands

Prolonged periods of sitting at a desk and working on a computer. Occasional lifting and carrying of office supplies or documents (up to 20 lbs). Frequent use of hands and fingers for data entry and handling office equipment.

Mental Demands

High attention to detail and accuracy, especially during month-end or audit periods. Ability to multitask and prioritize under time-sensitive conditions. Strong analytical thinking and problem-solving skills. Consistent communication and coordination across departments and with external stakeholders.

Environmental Demands

Work is primarily performed in an office environment with moderate noise levels. May be required to interact with delivery personnel, suppliers, or clients at the front desk. Flexibility required during peak periods such as fiscal year-end or system upgrades.
Our client is dedicated to fostering a diverse and inclusive workplace. We strongly encourage applications from individuals of all backgrounds and who can contribute to a broad range of perspectives in our industry.

As part of our commitment to accessibility, we will provide accommodations throughout the recruitment process upon request. If you require any accommodation to ensure an equitable application experience, we will work with you to determine suitable arrangements.

Qualified candidates are invited to submit their resume and cover letter online in confidence to emiga@UnlimitedHRMsolutions.com. We appreciate all applications; however, only those selected for an interview will be contacted.

Job Type: Full-time

Pay: $40,000.00-$45,000.00 per year

Schedule:

Monday to Friday
Application question(s):

Do you have experience using SAP B1 or similar ERP systems?
Education:

Bachelor's Degree (required)
Experience:

finance, logistics, or office coordination: 3 years (preferred)
Language:

English (required)
Work Location: In person

Expected start date: 2025-08-05