Administrative Operations Coordinator

Company Overview
Discover Energy Systems (DES) is a fast-paced, high-growth energy solutions company spun off from a 75 year-old industry leader. With ambitious goals to quadruple revenue over the next four years, DES is shaping the future of energy storage through innovation, precision, and strong customer relationships. If you're energized by execution, passionate about renewable energy, and excited by the chance to grow with a dynamic company that’s shaping the future of clean energy, apply today! Check out our website here: Discover Energy Systems

Position Overview

The Administrative Operations Coordinator plays a critical role in supporting DES’s operational effectiveness by serving as a central execution hub across Finance & Accounting, Customer Operations, and Supply Chain. The Administrative Operations Coordinator supports the day-to-day functioning of the business by ensuring accurate and timely processing of customer orders, facilitating accounts receivable activities, managing vendor and purchase order workflows, and coordinating inbound shipment logistics to maintain smooth operational continuity.

The ideal candidate is highly organized, detail-oriented, and comfortable working across multiple systems and departments. They thrive in a structured transactional environment, take ownership of their processes, and communicate proactively with internal teams, customers, and suppliers.

Location

Hybrid position (minimum 3-days per week in Richmond, BC office) with some travel to DES events, trade shows and corporate meetings. 

Role Responsibilities

Finance & Accounting (approximately 40%)

Accounts Receivable Follow-Up -- Monitor outstanding customer balances and conduct professional follow-up communications to support timely collections and maintain positive customer relationships.

Customer Payment Posting -- Post incoming customer payments against invoices in the ERP system accurately and on a timely basis.

Accounts Payable Processing -- Process vendor invoices in the AP processing system in accordance with DES payment terms and approval workflows.

Expense Report Processing -- Administer employee expense report submissions through the expense reporting system, ensuring policy compliance.

Corporate Credit Card Processing -- Process corporate credit card transactions in the expense reporting system with appropriate coding and documentation.

Payroll Journal Entries -- Prepare and post payroll journal entries in the ERP system following each payroll cycle.

Accrual & Amortization Entries -- Post recurring journal entries including loan interest accruals, pre-paid expense amortization, depreciation, and benefits entries as part of the monthly close cycle.

Customer Operations (approximately 40%)

Order Processing -- Manage end-to-end customer order entry and processing in the ERP system, ensuring accuracy, timeliness, and alignment with customer expectations. This is the primary focus of the role.

Supply Chain (approximately 20%)

Purchase Order Creation -- Create and issue supplier purchase orders in the inventory management system based on approved purchasing requirements.

Shipping Document Coordination -- Prepare and coordinate shipping documents and shipment departure activities with suppliers and freight forwarders.

Inventory Receiving -- Receive inbound product into inventory in the inventory management system upon arrival at company warehouses, ensuring accuracy and timeliness.

Supplier Production Follow-Up -- Monitor and follow up with suppliers on production status to ensure on-time manufacturing and shipment readiness.

Freight & Carrier Coordination -- Follow up with freight forwarders and carriers on shipment booking status and sailing/delivery schedules.

Inbound Shipment Updates -- Provide timely inbound shipment status updates to company warehouses and factory-direct customers to support receiving planning and customer communication.

Required Qualifications & Skills

Post-Secondary Education in Business Administration, Accounting, Supply Chain, or a related field; equivalent work experience will be considered.

Basic understanding of accounting principles including the ability to prepare and post journal entries.

2+ years in an operations, order management, accounting support, or supply chain coordination role, preferably in a product-based or wholesale distribution environment.

Hands-on experience with ERP or inventory management systems and the ability to process large transaction volumes accurately.

Working knowledge of Excel, Outlook, and Teams.

Attention to Detail — Accuracy when processing transactions, orders, invoices, and shipping documents.

Organizational & Time Management Skills — Ability to prioritize and manage high-volume workloads across multiple departments, orders, and deadlines simultaneously.

Communication Skills — Clear written and verbal communication with customers, suppliers, and internal teams to avoid errors and resolve issues.

Integrity — Trustworthiness in handling sensitive financial information.

Nice-to-Have Skills

Familiarity with SOS Inventory or similar order/inventory management platforms.

Advanced Excel Skills — Pivot tables, VLOOKUP/XLOOKUP, and basic financial data analysis.

Cross-Functional Collaboration — Comfortable working effectively with operations teams, employees, and managers across departments.

Ability to Explain Financial Processes — Can communicate financial concepts such as expenses, invoices, and payment processes to non-finance colleagues.

Proactive Problem Identification — Identifies issues before they escalate rather than waiting to be directed.

Background in energy storage, renewable energy, or electrical equipment.

Compensation & Benefits

Salary Range: $55,000 – $70,000 annually, commensurate with experience and qualifications.

Bonus: Eligible for an annual performance bonus of up to 10% of base salary.

Benefits: This role includes standard company benefits, including health, dental, and vision insurance, paid time off, and other applicable employee programs.