Administrative Assistant

Job summary

The Administrative Assistant will manage collections, onboard new carrier accounts, and handle billing inquiries. They are also responsible for general office administration, including scheduling, vendor coordination, and maintaining organized financial documentation.

Job details

What you'll do Run collections follow-up on past-due accounts Onboard new carrier accounts: collect and verify documents, complete account setup, order and ship cards, and confirm limits and PINs are configured correctly Answer billing questions from carriers and internal teams, explaining invoices, statements, fees, and discounts in clear language Maintain organized files for signed agreements, credit applications, banking authorizations, and tax documents Handle general office administration: mail and couriers, supplies, vendor coordination, scheduling, and expense reports Build and maintain templates, checklists, and process notes so recurring work is repeatable and does not live in one person's head Qualifications 2+ years in an administrative, bookkeeping, billing, or office coordination role Working knowledge of AR and AP fundamentals: invoicing, payment application, aging reports, and statement reconciliation Strong spreadsheet skills, including lookups and pivot tables, and the patience to reconcile two lists that should agree but don't Experience with accounting software (QuickBooks, Xero, Sage, or similar) and a CRM; HubSpot experience is an asset Excellent written and verbal English; Punjabi or Hindi is a strong asset given our customer base High attention to detail and accuracy when working through volume Professionalism and composure in collections conversations — firm, friendly, and persistent Discretion with confidential financial and customer information Strong organizational skills and the ability to manage competing deadlines around billing and close cycles Available to work in our Ontario office during regular business hours Experience in trucking, fleet, fuel, or payments is an asset

What you’ll do

The Administrative Assistant will manage collections, onboard new carrier accounts, and handle billing inquiries. They are also responsible for general office administration, including scheduling, vendor coordination, and maintaining organized financial documentation.

Requirements

Candidates must have at least 2 years of experience in administrative, bookkeeping, or billing roles with strong proficiency in spreadsheet software and accounting tools. Excellent written and verbal English skills are required, with attention to detail and professional composure in financial conversations.

Listed skills

• Collections · Preferred
• Accounts receivable · Preferred
• Communication · Preferred
• Office Administration · Preferred
• Data entry · Preferred
• invoicing · Preferred
• CRM · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Collections
• Accounts Receivable
• Accounts Payable
• Invoicing
• Spreadsheet Skills
• Pivot Tables
• QuickBooks
• Xero
• Sage
• CRM
• HubSpot
• Office Administration
• Reconciliation
• Data Entry
• Communication
• Billing Inquiries
• Statement Reconciliation
• Tax Documentation
• Patience
• Composure
• Xero (Accounting Software)
• Professionalism
• Organizational Skills
• Expense Reports
• Bookkeeping
• Accounting Software
• Billing
• Customer Relationship Management
• Checklists
• English Language
• Pivot Tables And Charts
• Punjabi Language
• QuickBooks (Accounting Software)
• HubSpot CRM
• Scheduling
• Templates
• Coordinating
• Detail Oriented

Job areas

• Administrative
• Finance & Accounting
• Logistics
• Transportation
• Administrative Assistant
• Office / Administrative Assistant (General)
• Administrative and Executive Secretaries
• Secretaries and Administrative Assistants, Except Legal, Medical, and Executive