Accounts Payable Clerk and Office Administrator (August 2026 to October 2027)

About the position

Thermal Energy International Inc. is looking for an Administrative and Financial Assistant to join our team, for a 1 year and 2 months term position, based in Ottawa. The Administrative and Financial Assistant will process vendor invoices, make bank payments, process expense claims, and keep all financial files up-to-date. The Administrative and Financial Assistant will also ensure the day-to-day office admin tasks are kept up to date.

This person will report directly to the Financial reporting manager. The candidate should have good knowledge/understanding of office administrative tasks as well as some experience related to accounting/AP duties.

To be successful for this position, the candidate needs to have a big heart as we are looking for someone who is willing to take care of our office and our people, and willing to learn and grow. It will be considered a bonus if the candidate has some basic accounting knowledge.

Responsibilities include

Accounts Payable

· Maintain paperless online vendor folder on an ongoing basis, archive vendor invoices to the right folder.

· Record all the vendor invoices in accounting system in a timely manner.

· Obtain all the approvals required for those invoices and maintain those approvals in paperless folder.

Vendor Payments

· Prepare payment list weekly and submit to the manager for their approval.

· Once the payment list is approved, prepare payment in the banking system, and send out email to manager for their review and approval on the bank payment.

· Record the payments in accounting system in a timely manner.

· Follow internal control procedures to confirm vendor banking account when needed.

Utility payments

· Download/Obtain and maintain all the utility bills and send for the invoice approval within the team.

· Prepare utility bills payment in the banking portal.

· Record the payments in accounting system.





Credit card payments and reconciliation:

· Each month-end, download the credit card statement and gather all invoices and maintain those invoices in the folder.

· Obtain approval for those invoices from the manager.

· Record the invoices in the statement in accounting system.

· Record the payments made by credit card in accounting system.

Cheque payments

· Issue cheques and mail out to vendors

Expense Claims

· Send out email reminders to all the personnel for expenses submission.

· Review and approve submitted expenses in the expense claim system to the manager.

· Export the expense by person for the pay period and maintain it in the paperless folder.

· Record the expenses in the accounting system.

· Record expense reimbursements payment in accounting system.

Other duties

· Each month-end, review the bank statement and record recurring payment charges in accounting system.

· Track vacation allowance of personnel on bi-weekly basis in the system.

· HR induction (including getting new employee keys, adding them to alarm system, showing them where things are, get them their name tag, explain the expense reimbursement policies, etc.)

· Ad hoc tasks as assigned.

Admin duties

· Reception: responsible for receiving incoming calls and directing them to correct person. A successful candidate will possess skilled / friendly communication skills.

· Mail: Will be responsible for checking mail to ensure all significant communications are received. Candidate will also be required to mail/carrier documents/parcel requested by the team. Attention to detail is required.

· Maintenance of office:



this person will be responsible and will be the main contact for the office alarm system, the office/rental facility, water supply, external cleaners, shred company, repair and maintenance for any office facilities (printer, meeting room devices, internet, kitchen, IT supplies, etc.), purchase of office suppliers, main contact for office water supply.

· Main coordinator for booking meeting venues, marketing events, social events, shipping documents upon request, etc.

· Administrator for the company’s cell phone plans: order new cell phones, add data plan for the team members (such as Engineers) when required for the purpose of their travel, etc.

· Ad hoc tasks as required.

Compensation

· Base salary: to be determined based on experience.

· Currently hybrid work (3 days on site per week Tuesdays to Thursdays).

About the company

- Thermal Energy International Inc. is an established global supplier of proprietary, proven energy efficiency and emissions reduction solutions to the industrial and institutional sectors. We save our customers money and improve their bottom line by reducing their fuel use and cutting their carbon emissions. Our customers include a large number of Fortune 500 and other leading multinational companies across a wide range of industry sectors.
- Our company has operations based in Ottawa Canada, Bristol U.K., and Pittsburgh United States. The Company’s common shares are traded on the TSX Venture Exchange (TSX-V) under the symbol TMG. For more information, visit our website at www.thermalenergy.com and follow us on Twitter at http://twitter.com/GoThermalEnergy.

Pay: $55,000.00-$60,000.00 per year

Benefits

- Casual dress
- On-site parking

Application question(s):
- Do you live in Ottawa?
- Can you commute to our office (36 Antares Drive, Ottawa) 3 times per week?
- What is your salary expectation?

Work Location: Hybrid remote in Nepean, ON K2E 7W5

📌 Accounts Payable Clerk and Office Administrator (August 2026 to October 2027) (Nepean)
🏢 Thermal Energy International
📍 Nepean