Administrative and Quality Coordinator

About the role

The Administrative and Quality Coordinator supports the Administration Manager and Regulatory Manager in ensuring smooth administrative, accounting, and quality operations for a Canadian manufacturer of custom flavors and fragrances. The role combines front‑office duties, financial processing, and daily product quality inspections to guarantee that products meet established standards before shipment.

Key responsibilities

• Answer the main telephone, direct calls, take messages and provide professional customer service.
• Welcome visitors, maintain sign‑in records and assist guests as required.
• Receive, sort and distribute mail and courier deliveries; keep the office clean and organized.
• Maintain electronic and paper filing systems for company records.
• Process customer payments (cheques, credit cards, direct deposits, electronic payments), prepare bank deposits and monitor accounts receivable.
• Issue credit memos, resolve billing discrepancies and review credit applications.
• Approve shipments based on credit status and ensure payment requirements are met.
• Enter vendor invoices, match purchase orders, resolve pricing or quantity issues and process vendor payments.
• Maintain vendor accounts, perform bank reconciliations and keep accurate financial records.
• Assist laboratory technicians with project setup, sample formulation, packaging and documentation.
• Inspect and test raw materials, in‑process goods and finished products daily to ensure quality compliance.

Required profile

• Reports to the Administration Manager and Regulatory Manager.
• Provides a high level of customer service to internal and external stakeholders.
• Supports laboratory technicians in project execution and documentation.

Required skills