Accounts & Operations Support Administrator Opportunity

Company: ElderTreks
Location: Toronto, Ontario (Hybrid – Minimum 1 day per week in office)
Employment: Full-Time, 40 hours per week
Department: Accounts
Reports To: Operations Manager, Accounting Department & CEO
Salary: $45,000–$49,000 CAD annually

About the Position

ElderTreks is seeking an organized, detail-oriented and customer-focused Accounts & Operations Support Administrator.

This role is responsible for accounts receivable, guest account management, booking administration and customer service. The successful candidate will work closely with our Accounting, Operations and Sales teams to ensure accurate financial transactions, efficient booking processes and exceptional service for our travellers.

Key Responsibilities

Accounts Receivable & Guest Accounts

• Manage accounts receivable, including guest accounts, deposits, final payments, invoicing and outstanding balances.
• Process credit card and cheque payments, including foreign-currency transactions.
• Prepare and monitor final payment reminders to ensure timely collection.
• Reconcile guest accounts, investigate payment discrepancies and process banking deposits.
• Monitor payment processing systems and coordinate technical support when required.
• Assist Accounting with financial reconciliation and monthly reporting.

Booking Administration & Operations Support

• Process new and existing bookings, passenger forms, invoices and account updates using FileMaker.
• Manage booking modifications, cancellations and associated financial adjustments.
• Review and verify FileMaker financial transfers for monthly accounting reports.
• Provide administrative and transactional support to the Operations team.

Customer Service & Administration

• Respond to passenger inquiries regarding bookings, payments and account-related matters.
• Communicate effectively with passengers and internal departments to resolve inquiries.
• Provide backup telephone and booking support to the Sales team during peak periods.
• Assist with general office administration.
• Maintain accurate records and uphold strict standards of confidentiality and professional conduct.

Qualifications & Experience

Required

• Minimum 1 year of administrative or office support experience.
• Previous accounts receivable experience, including payment processing and account reconciliation.
• Experience managing guest or customer accounts.
• TICO Travel Counsellor (Agent Level) certification or willingness to obtain & pass certification.
• Proficiency in Microsoft Office, particularly Excel and Outlook.
• Excellent verbal and written organizational, communication and customer service skills.
• Strong attention to detail, ability to work independently and effectively manage competing priorities.

Preferred

• At least 1 year of accounts receivable experience, ideally within the travel or hospitality industry.
• Knowledge of the travel industry and familiarity with FileMaker or similar booking systems.
• Experience with online payment platforms and foreign-currency transactions.

Compensation & Work Arrangement

• Annual Salary: $45,000 – $49,000 CAD, based on experience and qualifications.
• Employment: Full-time salaried position, 40 hours per week.
• Vacation: Two weeks of paid vacation annually to start.
• Work Arrangement: Hybrid, with a minimum of one day per week in the Toronto office. Additional office attendance may be required based on operational needs.

For more information please contact glen@eldertreks.com. Strictly NO phone calls.