About this role
*Position Overview*
Mawg Design Inc. is looking for an organized, reliable, and detail-oriented Administrative Coordinator to support the day-to-day administrative and financial functions of the company.A key responsibility of this position will be managing invoicing and related documentation, ensuring invoices are prepared accurately, sent on time, properly recorded, and followed up on when required. The Administrative Coordinator will also provide general administrative support across the office and assist with project-related documentation and coordination.
*Key ResponsibilitiesInvoicing & Financial Administration*
* Prepare and issue customer invoices accurately and on time. * Review project information, purchase orders, job codes, and supporting documentation before invoicing. * Ensure invoices match approved quotes, POs, project details, and billing requirements. * Maintain accurate records of invoices issued and outstanding. * Follow up internally on missing information required to complete invoicing. * Assist with tracking outstanding accounts receivable and customer payments. * Provide copies of invoices, statements, and supporting documentation when requested. * Assist with resolving invoice discrepancies or customer billing questions. * Maintain organized digital records of invoices, POs, receipts, and other financial documentation. * Work closely with the Director of Administration and accounting/bookkeeping team to ensure financial records are accurate and up to date. * Assist with basic data entry and financial reporting as required.
*Project & Office Administration*
* Create and maintain accurate project files and administrative records. * Assist with entering and maintaining project/job information in company systems. * Ensure documentation is filed under the correct client, project, and job code. * Assist with purchase orders and other project documentation. * Support project managers and other team members with administrative requests. * Prepare documents, spreadsheets, reports, and correspondence as required. * Monitor shared administrative inboxes and direct requests to the appropriate team member. * Maintain organized electronic filing systems. * Assist with scheduling meetings and coordinating calendars when required. * Support general office organization and day-to-day administrative needs.
*Communication & Team Support*
* Communicate professionally with clients, vendors, suppliers, and internal team members. * Follow up with team members when information or documentation is outstanding. * Assist with coordinating information between Administration, Project Management, Production, and Accounting. * Maintain confidentiality when handling employee, client, and company information. * Provide additional administrative support as priorities change.
*Qualifications & Skills*
* Previous administrative, office, bookkeeping, or invoicing experience preferred. * Strong attention to detail and accuracy. * Comfortable working with numbers and financial documentation. * Strong organizational and time-management skills. * Ability to manage multiple priorities and meet deadlines. * Strong written and verbal communication skills. * Proficiency with Microsoft Office, including Outlook, Word, and Excel. * Experience with QuickBooks or similar accounting software is an asset. * Ability to learn new systems and processes quickly. * Comfortable following up with others and taking ownership of outstanding items. * Able to work independently while also supporting a fast-paced team environment.
*What Success Looks Like*
The Administrative Coordinator plays an important role in keeping Mawg Design?s administrative and invoicing processes organized and moving forward. Success in this role means invoices are accurate and sent on time, documentation is easy to locate, outstanding items are followed up on, and the team can rely on administrative tasks being completed accurately and consistently.
*Our Values*
Our values