Overview
Administrative and Quality Coordinator Jobs in Toronto, Ontario, Canada at Aromatics + Flavors Inc.
Company Description Aromatics + Flavors Inc. (AFI) is a Canadian manufacturer specializing in custom flavors and fragrances for diverse industries, including dairy, bakery, confectionery, pharmaceutical, beverage, personal care, household, industrial, and candle products. The company’s flavor and fragrance labs focus on creating distinctive profiles that help clients’ products stand out in the market. AFI prioritizes customer service, rapid turnaround times, and competitive pricing, supported by systems that handle projects of varying complexity and size.
Role Description Under the direction of the Administration Manager and Regulatory Manager, the Administrative and Quality Coordinator is responsible for supporting quality assurance, accounting, and administrative operations to ensure products meet established quality standards prior to shipment. The Administrative and Quality Coordinator is responsible for providing administrative and accounting support, including managing customer inquiries, processing accounting transactions, and delivering a high level of customer service. This role also assists laboratory technicians with project setup and completion, sample formulation, and packaging while maintaining accurate documentation and regulatory records.
Administrative & Accounting Duties & Responsibilities
- Answer the main company telephone, direct calls, take messages, and provide professional customer service.
- Welcome office visitors, maintain visitor sign-in records, and assist guests as required.
- Receive, sort, and distribute incoming mail and courier deliveries.
- Maintain a clean, organized, and professional office environment.
- Maintain electronic and paper filing systems for company records.
- Receive and process customer payments (cheques, credit cards, direct deposits, and electronic payments).
- Prepare bank deposits, cheques, and electronic payments.
- Monitor accounts receivable, follow up on overdue accounts, and ensure accurate customer account records and monthly statements.
- Issue credit memos and investigate and resolve billing discrepancies.
- Review customer credit applications, obtain trade references, recommend credit terms, and maintain customer credit files.
- Approve customer shipments based on credit status and ensure payment requirements are met prior to order release.
- Enter vendor invoices and communicate with vendors regarding payment inquiries.
- Match purchase orders, receiving documents, and vendor invoices, and resolve pricing or quantity discrepancies.
- Create and maintain vendor accounts and update vendor information as required.
- Process vendor payments in accordance with approved payment terms.
- Record financial transactions and perform bank reconciliations.
- Maintain accurate customer, vendor, personnel, and accounting records and databases.
- Perform other related accounting and administrative duties as assigned.
Quality Coordinator Duties & Responsibilities
- Inspect and test all raw materials, in-process goods, and finished products daily to ensure they meet strict company and quality standards.
- Monitor production for any product variations, material inconsistencies, or equipment malfunctions, and report issues immediately.
- Manage, verify, and issue all required quality and regulatory documents to support compliant product release.
- Assist in manufacturing customer orders and creating, preparing, and packaging product samples for shipment.
- Monitor and maintain stock levels for raw materials, formulas, and the flavor/fragrance library to support ongoing production.
- Oversee the receipt of incoming raw materials and coordinate with freight carriers to manage outgoing shipments and customer notifications.
- Maintain accurate, up-to-date company databases by promptly logging all new formulas, customer profiles, projects, and order data.
- Maintain a clean, organized, and safe laboratory environment by ensuring all equipment is stored correctly and company safety standards are met.
Qualifications
Education and Experience
· Post-Secondary education (College Diploma)
· Experience working in an office and manufacturing setting is preferred
· Experience using Apple-based computer programs and Microsoft programs such as Microsoft Excel, Outlook, and Word.
· Ability to lift up to 25 lbs
· 0-2 years working experience
Working Conditions
The duties of this position are performed primarily in a climate-controlled plant and office environment with exposure to fragrances and flavours. This working environment may pose risks to individuals with scent related health concerns of any nature. The usual working hours are 9am to 5:30pm, Monday through Thursday and 9am to 5:00pm, Friday. This position may need to work additional hours or weekends depending on business needs. Upon completion of probation, the employee will be eligible for the Company's standard employee benefits program.
We thank all applicants in advance for their interest in joining the Aromatics + Flavors Inc. team, but only those selected for an interview will be contacted.
Title: Administrative and Quality Coordinator
Company: Aromatics + Flavors Inc.
Location: Toronto, Ontario, Canada