O’Briens Corporate Group is seeking an organized, detail-oriented Office Coordinator to support our Finance Department. You will maintain accurate records, enter supplier invoices and assist with reconciliations and day-to-day administration across the various entities within O’Briens Corporate Group. Reporting to the Chief Operating Officer, you will work closely with our finance team in a non-supervisory support role.

Key responsibilities

• Maintain organized paper and electronic financial records, keeping documents clearly separated by company and supplier.
• Enter supplier invoices in QuickBooks Online; verify amounts, taxes and supporting documents, and identify duplicates or discrepancies.
• Complete assigned Nutrition North Canada reconciliations and prepare supporting spreadsheets and program documentation.
• Track fuel purchases, usage and tank records; reconcile receipts, invoices and dispensing logs, and prepare monthly reports.
• Maintain vehicle registers, ownership and insurance documents; track renewal dates and coordinate updates with brokers and management.
• Support accounts payable and receivable administration, supplier account records and follow-up for missing documentation.
• Assist with month-end, year-end and audit requests by preparing summaries and retrieving complete supporting records.
• Handle routine correspondence and inquiries, improve filing procedures and provide administrative coverage as assigned.
• Protect confidential information, follow approval procedures and report discrepancies to the appropriate finance team member.

Qualifications

• Secondary school diploma or equivalent; education in office administration, business, accounting or bookkeeping is an asset.
• One to three years of administrative, clerical or accounting support experience preferred.
• Strong Microsoft Excel, Word and data entry skills, with basic bookkeeping and reconciliation knowledge.
• Excellent organization, communication and time management, with a high level of accuracy and attention to detail.
• Ability to work independently and collaboratively, manage competing deadlines and handle confidential information with discretion.
• Experience with QuickBooks Online and financial records across multiple businesses is an asset.