ABOUT TAP PHONG TRADING
Tap Phong Trading Company Inc. is a family-owned Toronto institution that has been supplying professional cookware, dinnerware, and kitchen essentials to the restaurant industry and retail customers since 1984. We import directly from Asia, manage a wide network of suppliers and vendors in North America, and are transitioning to NetSuite as our primary accounting system in September 2026. We are looking for a bilingual Procurement and Finance Coordinator to own our vendor ordering process, manage our import administration, and keep our financial records in order.
THE ROLE
This role sits at the core of how Tap Phong sources, orders, and receives its inventory. Your primary responsibility is procurement: placing orders with our suppliers and vendors, managing the import process for goods arriving from Asia, verifying HS codes and customs documentation, tracking shipments, and resolving claims when things go wrong. Alongside that, you will handle accounts payable, support two key client accounts, and assist with minor administrative tasks as needed. Fluency in Cantonese or Mandarin is a daily requirement of this role, not a preference. Most of our vendor and supplier communication is conducted in these languages.
WHAT YOU WILL DO
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.
WHAT WE NEED FROM YOU
Required
- Fluency in English and at least one of Cantonese or Mandarin. Daily use of these languages with vendors and suppliers is a genuine requirement of the role.
- Hands-on experience with QuickBooks Online. You must be able to use it accurately and independently from day one.
- Working knowledge of Harmonized System (HS) codes and Canadian import documentation requirements. You do not need to be a licensed customs broker, but you must be comfortable working with HS codes and customs paperwork on a daily basis.
- Minimum two (2) years of procurement, purchasing, or supply chain coordination experience, preferably in an import or wholesale environment.
- Strong attention to detail and a high degree of accuracy in both financial records and import documentation.
- Excellent organizational skills and the ability to manage multiple open orders, shipments, and claims simultaneously without losing accuracy or missing deadlines.
Strong Assets
- Fluency in all three languages: English, Cantonese, and Mandarin.
- Prior experience importing goods from Asia and working directly with Asian suppliers and freight forwarders.
- Prior experience with NetSuite or another ERP system used for accounting purposes.
- An accounting diploma, degree, or relevant certification such as a Certified Professional Bookkeeper (CPB) designation.
- Familiarity with Canadian customs regulations, CBSA processes, and duty and tariff structures for consumer goods.
- Prior experience in wholesale, retail, restaurant supply, or food equipment distribution environments.
Pay: $22.00-$26.00 per hour
Benefits:
Language:
- Mandarin (required)
- Cantonese (preferred)
Work Location: In person
