DUREZ Corp.
Position Overview
This multifaceted position combines essential elements of both the accounting and administrative spheres within an organization. The Accounts & Administrative Specialist is responsible for overseeing non-trade and trade accounts payable and receivable, reconciling monthly sales and cash receipts, managing collections, and utilizing key enterprise systems such as SAP and Comets & various customer platforms. In addition, this role supports a diverse range of administrative duties, including procurement, logistics coordination and employee onboarding. The ideal candidate is detail-oriented, organized, and possesses a keen aptitude for both numerical accuracy and efficient process management.
Key Responsibilities
Procurement Duties
Vendor Management: Identify, evaluate, and establish relationships with suppliers and vendors. Negotiate contracts and ensure the timely delivery of goods and services. Purchase Orders: Create and manage purchase orders, ensuring accuracy and compliance with company policies and on multiple platforms.
Inventory Management & Control: Monitor inventory levels and coordinate with relevant departments to maintain optimal stock levels. Cost Management: Analyze and manage procurement costs to ensure budget adherence and cost-effectiveness. Compliance: Ensure all procurement activities comply with legal and regulatory requirements. Reporting: Prepare and present regular reports on procurement activities, including inventory cost analysis and supplier performance. Logistics
Coordinate inbound and outbound shipments, liaising with carriers, suppliers, and internal departments to ensure timely and accurate deliveries. Track and manage inventory levels to prevent stock shortages or overages, collaborating with warehousing and procurement teams. Prepare shipping documentation, including bills of lading, customs paperwork, and compliance forms as required. Resolve logistical issues or delays promptly, communicating status updates to all relevant stakeholders. Support special projects and process improvements related to logistics and supply chain management. Accounts Payable (Trade & Non-Trade)
Process and manage trade accounts payable, verifying the accuracy of vendor invoices related to goods and inventory purchases. Match purchase orders, receiving documents, and invoices to ensure consistency, accuracy and validity before payment authorization. Coordinate with internal teams and external vendors to resolve discrepancies, payment issues, and inquiries efficiently. Prepare and schedule timely payments via checks, wire transfers, or electronic payment platforms, adhering to payment terms and company policies. Maintain organized records of payables transactions and assist with month-end closing procedures related to accounts payable. Oversee non-trade accounts payable, including invoices for services, utilities, office supplies, and other operational expenses. Accounts Receivable
Generate, review, and distribute customer invoices for both trade and non-trade receivables, ensuring accuracy and adherence to contract terms. Work closely with the sales and customer service teams to resolve billing discrepancies or disputes promptly. Monitor accounts receivable aging reports, identify overdue accounts, and proactively follow up on outstanding balances. Reconcile payment receipts to invoices and maintain accurate customer account records within the company's ERP systems. Prepare and submit regular accounts receivable reports to management, highlighting risk areas and collection progress. Reconciliation of Monthly Sales and Cash Receipts
Compile, verify, and reconcile monthly sales records with corresponding cash receipts to ensure data integrity and accuracy. Investigate and resolve variances between recorded sales and actual receipts, working with relevant departments as needed. Prepare summary reconciliation reports for financial management, providing insights into monthly sales trends and collection efficiencies. Support external and internal audits by providing timely and accurate reconciliation documentation. Collections
Implement and manage the company's collections process, contacting customers and clients to pursue overdue payments. Establish payment arrangements with delinquent accounts where appropriate, ensuring compliance with company policies and relevant regulations. Maintain detailed records of collection activities, communications, and outcomes. Escalate unresolved or problematic accounts to management and recommend potential write-offs or legal action as needed. Collaborate with legal or external collection agencies where necessary to achieve resolution. System Work: Comets and SAP
Work within the Comets System for relevant accounting and administrative functions, maintaining up-to-date records and facilitating workflows. Enter, update, and maintain accounting data within the Comets & SAP system, ensuring accuracy and compliance with company guidelines.
Participate in system training sessions and provide support to colleagues on SAP and Comets functionalities as needed
Utilize SAP reporting tools to extract financial data, generate standard and custom reports, and support month-end and year-end closings. Contribute to process improvements regarding system utilization, recommending enhancements for greater efficiency. Administrative Responsibilities
Assist with the preparation, formatting, and distribution of company reports, presentations, and communications. Serve as a point of contact for vendors, clients, and visitors, directing inquiries and providing exceptional customer service. Ensure compliance with company policies relating to data privacy, security, and document retention. Coordinate internal and external meetings, prepare agendas, and record meeting minutes. Oversee all central administrative functions, including document management, correspondence, office supply inventory, and record maintenance. Onboarding Support
Facilitate the onboarding process for new employees by preparing documentation, coordinating orientation sessions, and ensuring timely completion of all required forms and checklists. Work closely with HR to maintain accurate and confidential employee records. Provide new hires with essential information on company procedures, benefits, and workplace culture. Act as a liaison between new employees and operational departments to ensure a smooth transition. Required Qualifications
Post-secondary education in accounting, business administration, or a related field. At least 3 years of experience in accounts payable, accounts receivable, or general accounting roles. Demonstrable experience with SAP and preferably Comets or similar ERP/accounting systems. Strong proficiency in Microsoft Office Suite, especially Excel and Word. Excellent organizational, analytical, and problem-solving abilities. Effective communication skills, both verbal and written, with an ability to build collaborative relationships across teams. Detail-oriented with a high degree of accuracy in data entry and financial recordkeeping. Ability to handle confidential information with discretion and professionalism. Experience in logistics coordination or supply chain management is an asset. Preferred Attributes
Additional training in administrative management. Proven ability to multitask and prioritize in a fast-paced environment. Experience supporting onboarding and HR processes. Background in collections or credit management. Process-oriented mindset with a drive for continuous improvement. Familiarity with regulatory requirements related to accounting and logistics. Work Environment
This role typically operates in an office environment with regular business hours, though occasional overtime may be required at month-end or during audits. Some remote work flexibility may be available, depending on company policy. Collaboration with various departments, including finance, human resources, sales, and logistics, is essential for success.
This multifaceted position combines essential elements of both the accounting and administrative spheres within an organization. The Accounts & Administrative Specialist is responsible for overseeing non-trade and trade accounts payable and receivable, reconciling monthly sales and cash receipts, managing collections, and utilizing key enterprise systems such as SAP and Comets & various customer platforms. In addition, this role supports a diverse range of administrative duties, including procurement, logistics coordination and employee onboarding. The ideal candidate is detail-oriented, organized, and possesses a keen aptitude for both numerical accuracy and efficient process management.
Key Responsibilities
Procurement Duties
Vendor Management: Identify, evaluate, and establish relationships with suppliers and vendors. Negotiate contracts and ensure the timely delivery of goods and services. Purchase Orders: Create and manage purchase orders, ensuring accuracy and compliance with company policies and on multiple platforms.
Inventory Management & Control: Monitor inventory levels and coordinate with relevant departments to maintain optimal stock levels. Cost Management: Analyze and manage procurement costs to ensure budget adherence and cost-effectiveness. Compliance: Ensure all procurement activities comply with legal and regulatory requirements. Reporting: Prepare and present regular reports on procurement activities, including inventory cost analysis and supplier performance. Logistics
Coordinate inbound and outbound shipments, liaising with carriers, suppliers, and internal departments to ensure timely and accurate deliveries. Track and manage inventory levels to prevent stock shortages or overages, collaborating with warehousing and procurement teams. Prepare shipping documentation, including bills of lading, customs paperwork, and compliance forms as required. Resolve logistical issues or delays promptly, communicating status updates to all relevant stakeholders. Support special projects and process improvements related to logistics and supply chain management. Accounts Payable (Trade & Non-Trade)
Process and manage trade accounts payable, verifying the accuracy of vendor invoices related to goods and inventory purchases. Match purchase orders, receiving documents, and invoices to ensure consistency, accuracy and validity before payment authorization. Coordinate with internal teams and external vendors to resolve discrepancies, payment issues, and inquiries efficiently. Prepare and schedule timely payments via checks, wire transfers, or electronic payment platforms, adhering to payment terms and company policies. Maintain organized records of payables transactions and assist with month-end closing procedures related to accounts payable. Oversee non-trade accounts payable, including invoices for services, utilities, office supplies, and other operational expenses. Accounts Receivable
Generate, review, and distribute customer invoices for both trade and non-trade receivables, ensuring accuracy and adherence to contract terms. Work closely with the sales and customer service teams to resolve billing discrepancies or disputes promptly. Monitor accounts receivable aging reports, identify overdue accounts, and proactively follow up on outstanding balances. Reconcile payment receipts to invoices and maintain accurate customer account records within the company's ERP systems. Prepare and submit regular accounts receivable reports to management, highlighting risk areas and collection progress. Reconciliation of Monthly Sales and Cash Receipts
Compile, verify, and reconcile monthly sales records with corresponding cash receipts to ensure data integrity and accuracy. Investigate and resolve variances between recorded sales and actual receipts, working with relevant departments as needed. Prepare summary reconciliation reports for financial management, providing insights into monthly sales trends and collection efficiencies. Support external and internal audits by providing timely and accurate reconciliation documentation. Collections
Implement and manage the company's collections process, contacting customers and clients to pursue overdue payments. Establish payment arrangements with delinquent accounts where appropriate, ensuring compliance with company policies and relevant regulations. Maintain detailed records of collection activities, communications, and outcomes. Escalate unresolved or problematic accounts to management and recommend potential write-offs or legal action as needed. Collaborate with legal or external collection agencies where necessary to achieve resolution. System Work: Comets and SAP
Work within the Comets System for relevant accounting and administrative functions, maintaining up-to-date records and facilitating workflows. Enter, update, and maintain accounting data within the Comets & SAP system, ensuring accuracy and compliance with company guidelines.
Participate in system training sessions and provide support to colleagues on SAP and Comets functionalities as needed
Utilize SAP reporting tools to extract financial data, generate standard and custom reports, and support month-end and year-end closings. Contribute to process improvements regarding system utilization, recommending enhancements for greater efficiency. Administrative Responsibilities
Assist with the preparation, formatting, and distribution of company reports, presentations, and communications. Serve as a point of contact for vendors, clients, and visitors, directing inquiries and providing exceptional customer service. Ensure compliance with company policies relating to data privacy, security, and document retention. Coordinate internal and external meetings, prepare agendas, and record meeting minutes. Oversee all central administrative functions, including document management, correspondence, office supply inventory, and record maintenance. Onboarding Support
Facilitate the onboarding process for new employees by preparing documentation, coordinating orientation sessions, and ensuring timely completion of all required forms and checklists. Work closely with HR to maintain accurate and confidential employee records. Provide new hires with essential information on company procedures, benefits, and workplace culture. Act as a liaison between new employees and operational departments to ensure a smooth transition. Required Qualifications
Post-secondary education in accounting, business administration, or a related field. At least 3 years of experience in accounts payable, accounts receivable, or general accounting roles. Demonstrable experience with SAP and preferably Comets or similar ERP/accounting systems. Strong proficiency in Microsoft Office Suite, especially Excel and Word. Excellent organizational, analytical, and problem-solving abilities. Effective communication skills, both verbal and written, with an ability to build collaborative relationships across teams. Detail-oriented with a high degree of accuracy in data entry and financial recordkeeping. Ability to handle confidential information with discretion and professionalism. Experience in logistics coordination or supply chain management is an asset. Preferred Attributes
Additional training in administrative management. Proven ability to multitask and prioritize in a fast-paced environment. Experience supporting onboarding and HR processes. Background in collections or credit management. Process-oriented mindset with a drive for continuous improvement. Familiarity with regulatory requirements related to accounting and logistics. Work Environment
This role typically operates in an office environment with regular business hours, though occasional overtime may be required at month-end or during audits. Some remote work flexibility may be available, depending on company policy. Collaboration with various departments, including finance, human resources, sales, and logistics, is essential for success.