We are looking for a reliable and detail-oriented Accounts Payable & Administrative Clerk to join our finance and administration teams. This is a standalone role reporting directly to the Accounting Controller, requiring someone who can work independently with minimal guidance and take ownership of their responsibilities in a fast-paced environment.
Responsibilities
Accounts Payable
- Match source documents including purchase orders, receipts, packing slips, and invoices; input data into the Accounts Payable module
- Ensure all invoices have appropriate approvals prior to processing
- Process credit notes for returned goods
- Accurately charge invoices to inventory, expenses, or CIP/Capital Assets
- Prepare monthly vendor reconciliations and AP sub-ledger to General Ledger Control Account reconciliations
- Prepare payment runs, obtain required approvals, and process payments
- Communicate with vendors regarding invoice disputes, outstanding accounts, and payment status
- Support internal departments with vendor issues, pricing inquiries, and AP documentation
- Analyze exchange variances and flag discrepancies
- Maintain organized accounting filing systems and folders
Administration
- Serve as the primary point of contact for vendor services and third-party communications
- Review, prepare, and distribute documents, reports, and correspondence
- Manage incoming and outgoing mail
- Receive and screen calls and emails directed to the administration department; provide professional and courteous responses
- Monitor office supply levels and place orders as needed
- Provide administrative and office management support to the Administration team as directed
- Assist with specific reports and other duties as assigned
Qualifications
- 1 to 2 years of accounts payable and administrative experience
- Experience with accounting software such as Microsoft NAV or Business Central Dynamics is an asset
- Proficiency in Microsoft Excel and the MS Office suite
- Solid attention to detail and organizational skills
- Ability to manage competing deadlines and prioritize workload effectively
- Strong communication and problem-solving abilities