Accounts Payable Administrator

Reports To:

Assistant Controller

Core Competencies:

- Confidential
- Attention to Detail
- Communication
- Teamwork
- Problem Solving
- Planning and Organizing
- Accountability and Dependability
- Initiative
- Ethics and Integrity

Summary: The Accounts Payable Administrator is responsible for the accurate, timely, and controlled execution of full-cycle accounts payable processing in a complex, seasonal, multi-entity business environment.

This role manages high-volume accounts payable activity, averaging approximately 9,207 invoices and 3,780 payments annually, with significant seasonal peaks. During regular operating months, invoice volume averages approximately 640 invoices per month, increasing to approximately 1,400 invoices per month during the two busiest months of the year. Payment volumes average approximately 280–300 payments per month, increasing to approximately 440 payments per month during peak periods.

The position requires strong experience with Microsoft Dynamics NAV 2018, advanced Excel reporting and analysis, complex invoice coding across multiple companies, divisions, and locations, and proven experience managing multi-currency transactions in CAD, USD, and EUR. This includes vendors who may invoice in one currency and be paid in another.

This is a high-accountability role that supports financial accuracy, vendor relationships, employee trust, cash flow visibility, and strong internal controls.

Job Duties:

1. Accounts Payable – Full Cycle Processing

- Manage the full accounts payable cycle from invoice receipt through payment.
- Process, code, and enter vendor invoices accurately and on time in Microsoft Dynamics NAV 2018.
- Manage a high-volume AP workload, including approximately:

o 9,207 invoices annually o 3,780 payments annually o 640 invoices per month during regular periods o 1,400 invoices per month during peak periods o 280–300 payments per month during regular periods o 440 payments per month during peak periods
- Ensure invoices are coded correctly across:

o Company/entity o Division o Department o Location o GL account o Projects
- Perform invoice matching, including purchase order, receiving documents, and approval verification where applicable. Work with team to resolve discrepancies or issues.
- Coordinate invoice approvals and follow up with managers to ensure timely processing.
- Prepare and process vendor payments, including EFT, cheque, credit card, wire, and other approved payment methods.
- Reconcile vendor statements and resolve discrepancies in a timely and professional manner.
- Review AP aging and ensure invoices are paid according to agreed payment terms.




- Maintain organized and accurate AP documentation for audit and internal control purposes.
- Tracking, setting up and depreciating fixed assets according to the companies policies.
- Support month-end close, including AP accruals, cut-off review, reconciliations, and reporting.

2. Multi-Company, Division, Location & Cost Coding

- Accurately process invoices in a business environment with multiple companies, operating divisions, departments, and physical locations.
- Apply strong judgment when coding invoices that affect multiple areas of the business.
- Work with operations, purchasing, retail, wholesale, and management teams to clarify coding, approvals, and expense allocation.
- Ensure coding consistency and compliance with company accounting policies.
- Identify recurring coding issues and recommend improvements to reduce errors and rework.
- Maintain a strong understanding of how invoice coding impacts reporting, budgeting, margin analysis, and financial statements.

3. Multi-Currency Accounts Payable

- Process and reconcile vendor transactions in CAD, USD, and EUR.
- Manage vendors that may invoice in one currency and be paid in another currency.
- Validate currency codes, exchange rates, and payment currency accuracy in Dynamics NAV 2018.
- Identify, investigate, and resolve foreign exchange differences or discrepancies.
- Ensure foreign currency invoices and payments are properly recorded for financial reporting.
- Support cash flow visibility by identifying upcoming foreign currency or CAD payment requirements.
- Work closely with finance leadership on foreign currency payment timing and related reporting needs.

4. Microsoft Dynamics NAV 2018 & Systems

- Use Microsoft Dynamics NAV 2018 as the primary AP processing and reporting system.
- Maintain strong accuracy when working with:

o Vendor cards o Posting groups o Dimensions o Locations o Currency codes o Payment journals o Purchase invoices
- Identify system or process issues that may affect AP accuracy, reporting, or payment processing.
- Support improvements to AP workflows, reporting, documentation, and system use.
- Maintain clean, reliable data to support financial reporting and decision-making.

5. Excel Analysis & Reporting

- Use Excel to analyze, reconcile, and report on AP, vendor, and payment data.




- Prepare and maintain reports related to:

o AP aging o Vendor balances o Payment runs o Vendor spend o Invoice volume o Currency exposure o Month-end accruals
- Demonstrate strong working knowledge of Excel tools, including:

o Pivot tables o SUMIFS o VLOOKUP/XLOOKUP o Filters and sorting o Data validation o Reconciliations o Large data set analysis
- Identify trends, discrepancies, and process improvement opportunities through reporting and analysis.

6. Internal Controls, Compliance & Process Improvement

- Follow internal controls for invoice approvals, vendor setup and payment processing.
- Maintain proper segregation of duties where applicable.
- Identify duplicate invoices, incorrect charges, missing approvals, coding errors, and payment discrepancies.
- Support audit requests by providing accurate documentation and reconciliations.
- Recommend improvements to reduce manual work, improve accuracy, and strengthen controls.
- Maintain a continuous improvement mindset in AP processes.

Requirements:

Required

- 3–5+ years of accounts payable experience in a high-volume environment.
- Experience with Microsoft Dynamics NAV 2018, Microsoft Dynamics Business Central, or a similar ERP system.
- Strong experience with multi-company, multi-division, and multi-location invoice coding.
- Experience processing and reconciling multi-currency transactions, including CAD, USD, and EUR.
- Experience managing vendors invoiced and paid in different currencies.
- Advanced Excel skills, including pivot tables, SUMIFS, lookups, reconciliations, and data analysis.
- Strong understanding of AP controls, vendor payments, invoice approval processes, and month-end requirements.
- Robust attention to detail and ability to manage confidential information.

Preferred

- Experience in a seasonal, agricultural, greenhouse, retail, wholesale, manufacturing, or distribution environment.
- Experience with high-volume AP and fluctuating monthly transaction volumes.
- Understanding of HST/GST and vendor tax documentation.
- Experience supporting AP accruals, cash flow reporting, and audit preparation.

Key Competencies

- High attention to detail and accuracy.
- Strong sense of ownership and accountability.
- Ability to manage high transaction volume and seasonal workload peaks.
- Strong analytical and problem-solving skills.
- Excellent organization and time management.
- Ability to meet strict payment, and month-end deadlines.
- Strong communication skills with vendors, employees, managers, and finance leadership.
- Ability to work independently while collaborating across departments.
- Continuous improvement mindset.

📌 Accounts Payable Administrator (Springwater)
🏢 BRADFORD GREENHOUSES
📍 Springwater