Job Description
Location: Toronto, ON
Reports to: Finance Manager
Job Overview
We are looking for a detail-oriented and highly organized Back Office Administrator to support the purchasing and finance departments while being fully responsible for customer service operations. This role is heavily focused on data entry, invoicing, accounts receivable and payable, customer coordination, and managing product returns between customers and distribution partners. The ideal candidate is comfortable working with numbers, systems, and multiple stakeholders, and is able to manage day-to-day operational tasks independently.
Key Responsibilities
Customer Service and Returns Coordination
• Act as the main point of contact for customer service inquiries
• Manage customer requests related to orders, billing, payments, and returns
• Coordinate customer return requests with distributors and manufacturers
• Track return status and follow up to ensure credits are issued in a timely manner
• Maintain clear and professional communication with customers throughout the process
Finance and Accounting Support
• Perform data entry for accounts receivable and accounts payable
• Verify, match, and enter vendor invoices against purchase orders using QuickBooks and internal back-end systems
• Prepare and issue customer invoices, process credit card payments, and post customer payments
• Communicate and follow up effectively with the sales team regarding customer accounts, billing issues, and payment status
• Navigate manufacturer partner portals for incentive and rebate submissions and follow up on approvals
• Facilitate customer return requests and ensure credits are accurately reflected in the system
Purchasing and Back Office Support
• Enter and maintain purchase orders and supplier data
• Track orders, deliveries, and discrepancies
• Maintain accurate records across purchasing, finance, and customer service systems
• Assist with reports, spreadsheets, and documentation as needed
Required Qualifications
• Experience in an administrative, back office, finance support, or customer service role
• Strong data entry skills with a high level of accuracy and attention to detail
• Comfortable handling invoices, payments, and customer communications
• Experience using QuickBooks or similar accounting software
• Proficient in Excel and internal systems
• Strong organizational and time-management skills
Preferred Qualifications
• Experience supporting purchasing, finance, or operations teams
• Experience coordinating returns or working with distributors or manufacturers
Job Type: Full-time
Pay: $45,000.00-$50,000.00 per year
Benefits:
• Dental care
• Extended health care
• Life insurance
• On-site gym
• On-site parking
• Paid time off
• Vision care
• Wellness program
• Work from home
Experience:
• Customer service: 1 year (preferred)
Work Location: Hybrid remote in Toronto, ON M2M 4J1
Reports to: Finance Manager
Job Overview
We are looking for a detail-oriented and highly organized Back Office Administrator to support the purchasing and finance departments while being fully responsible for customer service operations. This role is heavily focused on data entry, invoicing, accounts receivable and payable, customer coordination, and managing product returns between customers and distribution partners. The ideal candidate is comfortable working with numbers, systems, and multiple stakeholders, and is able to manage day-to-day operational tasks independently.
Key Responsibilities
Customer Service and Returns Coordination
• Act as the main point of contact for customer service inquiries
• Manage customer requests related to orders, billing, payments, and returns
• Coordinate customer return requests with distributors and manufacturers
• Track return status and follow up to ensure credits are issued in a timely manner
• Maintain clear and professional communication with customers throughout the process
Finance and Accounting Support
• Perform data entry for accounts receivable and accounts payable
• Verify, match, and enter vendor invoices against purchase orders using QuickBooks and internal back-end systems
• Prepare and issue customer invoices, process credit card payments, and post customer payments
• Communicate and follow up effectively with the sales team regarding customer accounts, billing issues, and payment status
• Navigate manufacturer partner portals for incentive and rebate submissions and follow up on approvals
• Facilitate customer return requests and ensure credits are accurately reflected in the system
Purchasing and Back Office Support
• Enter and maintain purchase orders and supplier data
• Track orders, deliveries, and discrepancies
• Maintain accurate records across purchasing, finance, and customer service systems
• Assist with reports, spreadsheets, and documentation as needed
Required Qualifications
• Experience in an administrative, back office, finance support, or customer service role
• Strong data entry skills with a high level of accuracy and attention to detail
• Comfortable handling invoices, payments, and customer communications
• Experience using QuickBooks or similar accounting software
• Proficient in Excel and internal systems
• Strong organizational and time-management skills
Preferred Qualifications
• Experience supporting purchasing, finance, or operations teams
• Experience coordinating returns or working with distributors or manufacturers
Job Type: Full-time
Pay: $45,000.00-$50,000.00 per year
Benefits:
• Dental care
• Extended health care
• Life insurance
• On-site gym
• On-site parking
• Paid time off
• Vision care
• Wellness program
• Work from home
Experience:
• Customer service: 1 year (preferred)
Work Location: Hybrid remote in Toronto, ON M2M 4J1
💡 Quick Summary
Seeking a career-building opportunity? The Back Office Administrator position is now open for candidates interested in the Back Office Jobs sector. This role in Toronto offers a professional environment and growth potential.
Requirement Snapshot: Candidates should possess basic communication skills, a proactive attitude, and the ability to work in a team. Experience in Back Office Jobs is a plus.
