贸易公司 Procurement and Finance Coordinator

Procurement and Vendor Ordering Place and manage purchase orders with our suppliers and vendors, ensuring orders are accurate, timely, and consistent with the Company’s inventory needs and procurement schedule. Maintain an accurate and current record of all open purchase orders and follow up with vendors on any delays, substitutions, or discrepancies. Determine when orders are ready for pickup and coordinate with drivers and warehouse staff to ensure timely collection. Build and maintain strong working relationships with our supplier and vendor contacts, communicating primarily in Cantonese, Mandarin, or English as required. Import Administration and HS Codes Manage the administrative side of our import process for goods arriving from Asia, including reviewing commercial invoices, packing lists, and customs documentation for accuracy and completeness. Verify and apply the correct Harmonized System (HS) codes to imported goods to ensure accurate customs classification, compliance with Canadian import regulations, and correct duty assessment. Coordinate with freight forwarders, customs brokers, and carriers to ensure shipments clear customs on time and arrive at the warehouse without unnecessary delays. Track all incoming overseas shipments from origin to delivery and proactively communicate status updates to management and the warehouse team. Supplier Claims, Short Shipments, and Warranty Follow-Ups Act as the primary contact for all claims relating to short shipments, returns, damaged goods on arrival, and warranty claims for defective or damaged items. Document all claims thoroughly and follow up with suppliers in Cantonese, Mandarin, or English until each claim is resolved. Maintain a complete and current log of all open and resolved claims and escalate unresolved issues to management promptly. Accounts Payable and Financial Records Process and manage accounts payable, including verifying invoices against purchase orders, coding expenses, and scheduling payments accurately and on time. Reconcile supplier statements, expense accounts, and bank records in QuickBooks Online on a regular basis. Maintain accurate and audit-ready financial records for all vendor and supplier transactions. Prepare financial summaries and expense reports as directed by management. Transition to using NetSuite for all accounting functions when it goes live in September 2026. Training will be provided. Key Client Order Support Assist in receiving, entering, and processing orders for two designated key client accounts, ensuring accuracy and timely communication with the fulfillment team. Serve as a professional and responsive point of contact for these clients on order-related matters. Administrative Support Assist with minor administrative tasks as directed by management, including correspondence, filing, document management, and other general office duties as they arise.