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