Established in 1982 and now a business unit within Securitas, Instantel is the global market leader in the design and production of vibration, air overpressure, and noise monitoring instrumentation. Our products are used in over 120 countries. Applications include civil engineering, construction, environmental, mining, mining exploration, quarry, underwater, structural health, human annoyance, military, and noise, with growing emphasis on IoT and data hosting applications.
We are seeking a dynamic and organized Accounting and Administrative Coordinator to join our fast-paced technology company. This multifaceted role is critical to the smooth operation of our office and supports both the administrative backbone and the cultural vibrancy of our team. The ideal candidate is a proactive problem solver with strong organizational skills and excellent attention to detail, capable of balancing operational responsibilities with people-oriented initiatives.
Key Responsibilities
Responsibilities and duties may change according to business needs, and include but are not limited to:
Accounting & Administration
- Manage credit and collections processes, following up with clients as needed.
- Maintain and reconcile accounts receivable ledger ensuring accurate and timely receipt of payments.
- Verifies payments received by the organization and ensures transactions are recorded in accordance with internal accounting policies.
- Issue monthly customer statements in coordination with the finance team.
- Responds to customer inquiries and assists with any discrepancies regarding bills.
- Liaise with banking and finance partners.
- Tracks and pays all facility bills and provides updates to Finance.
- Assist with budget planning and coordination, including tracking expenses with a focus on subscriptions and annual renewals.
- Maintains KPI dashboards and coordinates data input and reporting cycles.
- Provides comprehensive administrative support to the VP and the leadership team, including expense submissions.
- Develops and implements procedures and policies for all administrative activities.
Operational Support & Coordination.
- On a daily basis and particularly during peak periods, assists Sales, Service, and Production with quote generation and administrative tasks.
- Arranges travel bookings for team members, including accommodations and itineraries.
- Provides backup coverage for both Service Coordinator (client/service support) and Sales Coordinator (quotations, order processing, CRM).
- Working closely with Human Resources, coordinates the onboarding of new employees, ensuring a smooth start with documentation, setup, and orientation.
- Maintains the internal Excel-based organizational chart
Facility Support & Errands
- Act as the primary contact with the landlord, including lease oversight.
- Manages facility equipment, including rental/lease contracts (printers, copiers, and the like).
- General office tasks such as ordering supplies, receiving deliveries, processing daily mail, and managing facility vendor relationships.
- Conducts periodic local errands (e.g., supply runs, event materials), requiring use of personal vehicle (mileage to be reimbursed).
Employee Engagement & Social Committee
- Acting as Head of the Social Committee, plan, organize, and oversee:
o BBQs and celebratory events
o Employee anniversaries and milestones
o Company Town Halls and special events
o Other morale-boosting activities
- Foster a positive and inclusive workplace culture through regular engagement initiatives.
Qualifications & Experience
- Experience: Minimum 3–5 years in a similar office management, administrative coordination, or accounting role preferred.
- Education: formal education in accounting, business management, or relevant experience.
Skills:
- Experience with financial tracking and KPI reporting
- Experience updating and working in a General Ledger
- Exceptional organizational and multitasking abilities
- Strong interpersonal and communication skills
- Proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint) and modern productivity tools
- Experience working with CRM system Salesforce and ERP system Great Plains would be a plus.
- Experience in phone collections calls
Other Requirements
- Valid driver’s license and access to a personal vehicle for conducting occasional work-related errands (mileage reimbursed).
- Availability to work during regular business hours, primarily on-site, with some flexibility for remote work depending on business needs.
- Ability to handle confidential information with integrity and discretion.
What We Offer
- A collaborative, innovative environment where your ideas and efforts make a real impact.
- A leadership team that values and supports operational excellence and employee well-being.
- Regular social events, team lunches, and a culture that prioritizes engagement and recognition.
- A competitive salary and benefits package.
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Instantel believes in giving each and every applicant an equal opportunity to succeed on their own merit. We strive to hire employees that reflect and support the diverse perspectives, experiences, and needs of employees and our communities. We remain committed to upholding the values of equity, diversity, and inclusion in our work environments. We know that diversity underpins excellence and that we all share responsibility for creating an equitable, diverse, and inclusive organization. Therefore, in pursuit of our values, we seek employees who will work respectfully and constructively with differences across the organizational hierarchy in actualizing priorities, goals, and principles of equity and inclusivity.
If accommodation is required at any point in the recruitment process, please contact a member of our Recruitment Team. Please note that as part of our recruitment process, candidates in the final stages will be required to complete a background check which may include criminal background, credit, and driver’s abstract check.
Job Type: Full-time
Benefits:
- Casual dress
- Dental care
- Extended health care
- On-site parking
- Paid time off
- RRSP match
- Vision care
Work Location: In person
