Administrative Coordinator

Administrative Coordinator

Accounting · Procurement · Quotes and RFPs · Shipping · Human Resources and Payroll · Administration WHO WE ARE

AquaTech BM (Gestion & Location Aquatech inc.) designs and manufactures industrial cleaning and sterilization equipment for bottles and containers. Recognized for their performance and durability, our devices are deployed in over 90 countries and serve clients in the pharmaceutical, hospitality, and food industries (microbreweries, wineries, dairy farms, etc.).

Our team develops concrete solutions in line with the circular economy: reuse rather than discard. Do you want to see your ideas recognized and implemented quickly? Does working closely with management motivate you? This opportunity might be for you.

YOUR ROLE

Under the supervision of the President and in collaboration with the external accounting office, you are the pivot of the office. You maintain the books on a daily basis, manage purchases and quotes, coordinate the shipment of our equipment, administer payroll and vacations, and ensure the smooth administrative functioning of the company.

This is a versatile position, where tasks are varied and non-routine, and offers a great deal of autonomy. We are looking for a responsible, reliable, discreet, and engaged person committed to the growth of our company.

MASTERING OUR PROCESSES: THE KEY TO THE POSITION

Read carefully. At AquaTech BM, our ways of doing things are documented, and the position relies entirely on their mastery. The selected person will need to study our processes, learn them, and apply them.

▪ Study and memorize the documented procedures for each of your accounting, procurement, quotes, shipping, payroll, and administration sections upon starting your position.

▪ Apply the processes fully and systematically, in the correct order and with the right tools, without improvisation or shortcuts.

▪ Achieve complete autonomy on recurring tasks at the end of the integration period, without daily supervision.

▪ Ask your questions at the right time: during training, rather than guessing later.

▪ Contribute to the improvement and updating of the documentation once the processes are mastered — your ideas will be heard and implemented quickly.

*A structured and paid training period is planned upon hiring, with the President and the current staff.* YOUR RESPONSIBILITIES

Accounting Section ▪ Maintain the books on a daily basis: record entries, file supporting documents, and track the accounting cycle.

▪ Process accounts payable and receivable: receive and verify vendor invoices, prepare payments, and invoice customers.

▪ Perform regular bank reconciliations to ensure records remain accurate and up-to-date.

▪ Track accounts receivable, make follow-ups, establish payment agreements, and process expense reports.

▪ Prepare end-of-month and end-of-year documents for the accounting office and external auditors.

▪ Monitor government rebates (GST/HST, DAS) in collaboration with the accounting office.

▪ Participate in the annual inventory and contribute to the accuracy of stock.

▪ Maintain the archiving and filing system in accordance with recognized accounting standards.

Procurement and Purchasing Section ▪ Create and issue purchase orders (PO) in Zoho Books, in accordance with the processes and authorizations in place.

▪ Obtain quotes from vendors, compare offers (price, delivery times, transportation), and make a recommendation.

▪ Track ongoing orders: confirmations, delivery dates, follow-ups, shortages, and substitutions.

▪ Perform a three-way match: purchase order, receipt, and vendor invoice.

▪ Monitor component stock levels and trigger reordering according to reorder points.

▪ Keep vendor files and price lists up-to-date in the company's systems.

Quotes, Submissions, and RFPs Section ▪ Create customer quotes in Zoho from price grids and equipment configurations, then send them to customers.

▪ Validate each quote before sending: price, options, taxes, incoterms, shipping fees, and delivery times.

▪ Track quotes: follow-ups, responses to questions, conversion of accepted quotes to orders.

▪ Identify and track relevant RFPs on public and private platforms, in Quebec and internationally.

▪ Analyze RFPs: note administrative requirements, requested documents, and submission deadlines.

▪ Prepare submission packages: forms, certifications (Revenu Québec, CNESST), proof of insurance, references, and corporate documents.

▪ Coordinate internal contributions (technical, sales, management) and strictly adhere to submission deadlines.

▪ Maintain a register of quotes and submissions and track results.

Shipping Section ▪ Coordinate the shipment of our equipment with production and sales: plan dates, confirm delivery times, and track shipments until delivery.

▪ Prepare shipping documents: delivery notes, bills of lading, packing lists, commercial invoices, certificates of origin, and required customs documents for export.

▪ Obtain freight quotes from carriers and brokers, compare options, and book transportation (road, air, sea, courier).

▪ Interface with carriers and customs broker and resolve delivery, delay, or damage issues.

▪ Verify and reconcile freight invoices and re-invoice freight to customers when applicable.

▪ Ensure the receipt of goods: verify that incoming shipments comply with purchase orders and report discrepancies.

▪ Maintain shipping registers and provide the management with a follow-up of ongoing shipments.

Human Resources and Payroll Section ▪ Process payroll: collect and validate timesheets, verify hours, rates, and overtime, prepare and transmit payroll according to the established schedule.

▪ Ensure the tracking of withholdings and the production of end-of-year reports (T4, Relevé 1) in collaboration with the accounting office.

▪ Manage vacations and leave: calculate severance pay, maintain balances and banks, coordinate the vacation schedule, and have it approved.

▪ Maintain employee files: contracts, employee records, contact information, emergency contacts, employment certificates, and employment records (RE).

▪ Support the onboarding and integration of new employees: hiring documents, access to tools, and probation period follow-up.

▪ Ensure administrative follow-up in health and safety (CNESST) and collective insurance files.

▪ Handle all personal information with absolute confidentiality, in accordance with the company's policies and Law 25.

Administration Section ▪ Manage telephone calls: receive and transfer calls, take messages, and answer basic information requests.

▪ Welcome visitors — clients, vendors, and others — and direct them to the right person.

▪ Manage mail: receive, sort, and distribute incoming mail, prepare, and send outgoing mail.

▪ Maintain the schedule: plan appointments, meetings, and travel, and keep calendars up-to-date.

▪ Enter and update data in the company's systems (Zoho Books, Zoho CRM, Google Workspace) and ensure their accuracy.

▪ Write and format documents: letters, reports, presentations, and other administrative documents.

▪ Manage office supplies: track inventory, place orders, and maintain sufficient stock.

▪ Coordinate meetings: prepare the room, agenda, and necessary documents.

▪ Support the different departments for various administrative tasks, as needed.

PROFILE REQUIRED

▪ Education in accounting, administration, or office management (DEP, AEC, or DEC), or equivalent experience.

▪ 2 to 4 years of experience in bookkeeping and administrative support, ideally in a manufacturing environment.

▪ Experience in payroll processing: a significant asset.

▪ Experience in purchasing, shipping, or export documentation: a significant asset.

▪ Experience in preparing submissions or responding to RFPs: an asset.

▪ Computer proficiency: Excel, Google Workspace suite.