CHANCE

Rally Enterprises & Communications Corp. (“Rally”) is seeking a detail-oriented Accounts Payable Clerk to manage the company’s outgoing payments and ensure accurate, timely processing of invoices. Reporting to the Finance Manager, the ideal candidate will have strong organizational skills, basic accounting knowledge, and experience with accounting systems.

KEY RESPONSIBILITIES

Centralized AP Inbox and Invoice Intake

- Monitor the centralized accounts-payable inbox throughout the workday and maintain clear ownership of every new invoice, credit, statement, payment inquiry, and supporting document.

- Validate invoice completeness, vendor identity, invoice date, amount, tax treatment, entity, purchase-order reference, supporting documentation, and approval status before posting.

- Route incomplete or ambiguous submissions back to the correct facilities, sales, marketing, vendor, or finance owner rather than allowing unclear items to age silently.

- Prevent duplicate invoice entry by checking vendor, invoice number, amount, date, purchase-order reference, and existing Odoo records before posting.

Odoo AP Processing and Multi-Entity Coding

- Post approved invoices accurately in Odoo across Rally Healthcare, Rally Residential, and the enterprise entity using the approved chart, vendor, tax, department, and capital-asset treatment.

- Maintain clean vendor and payable records across the approximately 468 vendors currently in the system, distinguishing active, inactive, duplicate, and incomplete vendor records.

- Apply the approved GST/HST treatment and flag any tax coding that falls outside the documented rule set for finance review.

- Record capital-asset invoices using Rally's approved process and preserve the supporting documentation needed for downstream accounting and audit work.

PO Matching and Exception Resolution

- Perform three-way matching between purchase orders, invoices, and receiving evidence before an invoice is cleared for payment where the workflow requires it.

- Investigate amount, quantity, price, tax, entity, coding, receipt,



and approval discrepancies and work directly with the facilities or originating department to resolve them.

- Maintain an exception queue showing what is blocked, why it is blocked, who owns the next action, and how long it has been outstanding.

- Escalate material mismatches, suspicious activity, duplicate risk, or approval-rule conflicts before the item reaches the payment run.

Weekly Payment Run and Vendor Control

- Prepare the weekly payment run from approved invoices, verify payment amounts and vendor details, and present a clean payment list for Sasi and the authorized internal approver.

- Support ACH and approved credit-card payment workflows while keeping final release authority inside Rally.

- Maintain accurate payment status in Odoo and respond to occasional vendor follow-up on outstanding invoices using the approved communication standard.

- Treat all vendor banking-change requests as high risk: collect the request, preserve the evidence, and route it through Rally's independent verification process before any master-data change.

Bank Reconciliation and AP Reporting

- Complete the assigned bank reconciliation workflow on the agreed cadence and investigate unmatched or unusual items before the period is considered current.

- Maintain a current AP aging and unresolved-exception view for the CFO and finance team, with the weekly payment run tied to approved invoices and documented holds.

- Surface preventable process failures - repeated late approvals, missing receiving records, recurring vendor discrepancies, duplicate-risk patterns, or manual entry issues - before they become routine.

- Maintain an audit-ready trail linking invoices, approvals, purchase orders, receipts, payment evidence,



vendor communications, and reconciliations.

QUALIFICATIONS &

SKILLS

- Minimum 3-4 years of hands-on accounts-payable experience; preference for operators with deeper ownership experience in multi-entity or distributed operating environments.

- Strong Odoo or comparable ERP/AP-system fluency, with the ability to learn Rally's configured workflow quickly and operate without constant instruction.

- Demonstrated three-way matching, invoice coding, payment-run preparation, vendor maintenance, bank reconciliation, and exception-resolution capability.

- Working knowledge of Canadian GST/HST treatment within an AP workflow and the judgment to escalate ambiguous tax treatment rather than guess.

- High numerical accuracy and an explicit habit of re-checking vendor, invoice number, amount, payment detail, entity, and coding before posting or preparing payment.

- Available full-time during the agreed Eastern Time schedule. This is not an asynchronous overnight processing role.

- Strong written and spoken English, calm vendor communication, organized follow-through, and the confidence to own the queue without waiting to be chased.

- No casual approach to duplicate payments, banking changes, invoice amount differences, or unexplained reconciliation items.

Rally is an Equal Opportunity Employer. It is the Company’s policy that all personnel actions​ are based solely on merit, qualifications and performance. We do not discriminate in employment opportunities or practices with regard to age, race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, pregnancy (including breastfeeding or other related condition), sexual orientation, gender identity and/or expression, record of offences, marital status, family status or disability.

Individuals needing assistance or an accommodation to complete an application due to a disability, please state in your cover letter.

We thank all applicants for showing an interest in this position. Only those selected for an interview will be contacted.

📌 Accounts Payable Clerk (North York)
🏢 Bay Street HR
📍 North York