Position Summary

The Accounts Payable Clerk is responsible for the timely and accurate processing of supplier and subcontractor invoices, assisting with payment runs, maintaining vendor records, and providing general support to the accounting department. This role also serves as the primary reception contact, answering incoming calls, greeting visitors, and controlling access to the office.

Working within a construction environment, the successful candidate will be organized, detail-oriented, customer-service oriented, and capable of managing multiple priorities while ensuring invoices, payments, and administrative tasks are completed accurately and on time.

Key Responsibilities

Accounts Payable

- Process vendor and subcontractor invoices accurately and efficiently.
- Ensure invoices are properly approved and supported before processing.
- Verify invoice details, pricing, taxes, and supporting documentation.
- Code invoices to the appropriate company, job, cost category, and general ledger account.
- Enter invoices into the accounting system in a timely manner.
- Investigate and resolve invoice discrepancies and outstanding issues.
- Reconcile vendor statements and identify missing invoices or credits.
- Respond to supplier inquiries regarding invoices and payment status.
- Maintain accurate vendor records and filing systems.
- Set up new vendors and maintain vendor information.

Payment Processing

- Assist with bi-weekly cheque and EFT payment runs.
- Review outstanding invoices and prepare payments in accordance with company payment schedules and approval requirements.
- Verify that invoices selected for payment have been authorized and are due for payment.
- Prepare payment batches for management review and approval.
- Process signed cheques, EFTs, and electronic payments.




- Prepare and distribute remittance advice to vendors.
- Maintain payment records and supporting documentation.
- Respond to supplier inquiries regarding payment timing and status.

Construction Administration Support

- Assist with tracking subcontractor holdbacks and maintain supporting records.
- Maintain subcontractor compliance documentation, including WCB clearance letters, certificates of insurance, business licences, and other required compliance documents.
- Follow up with subcontractors for updated information when required.
- Assist project managers and operations staff with invoice and vendor-related inquiries.

Employee Expenses & Company Credit Cards

- Review employee expense submissions for completeness and supporting documentation.
- Process approved employee reimbursements.
- Assist with collecting and organizing company credit card receipts.
- Reconcile credit card statements and ensure expenses are properly coded and supported.
- Follow up on missing receipts and documentation.

Accounts Receivable Support

- Apply customer payments and deposits.
- Assist with customer account reconciliations.
- Provide backup support for receivables and collections functions as required.
- Respond to customer account inquiries when needed.

Reception & Administrative Support

- Serve as the primary reception contact for the office.
- Answer incoming telephone calls and direct calls to the appropriate individual.




- Authorize and buzz approved visitors into the building.
- Receive and distribute incoming mail, courier deliveries, and packages.
- Maintain a professional and organized reception area.
- Assist with filing, scanning, document management, and other administrative duties.
- Provide general administrative support to the accounting and management teams as required.

General Duties

- Maintain organized electronic and paper filing systems.
- Assist with process improvements and administrative projects.
- Provide backup support to other team members during vacations and absences.
- Perform other related duties as assigned.

Qualifications

Required

- Previous accounts payable, bookkeeping, administrative, or office experience.
- Strong attention to detail and accuracy.
- Excellent organizational and time management skills.
- Solid communication and interpersonal skills.
- Professional telephone and customer service manner.
- Ability to work independently and as part of a team.
- Ability to manage multiple priorities and deadlines.

Preferred Assets

- Experience in the construction industry.
- Experience with job costing.
- Experience using QuickBooks Desktop Enterprise.
- Proficiency in Microsoft Excel, including sorting, filtering, and basic spreadsheet functions.
- Accounting or bookkeeping education or related coursework.

Key Competencies

- Attention to Detail
- Organization & Time Management
- Customer Service
- Communication Skills
- Problem Solving
- Teamwork
- Professionalism
- Adaptability

Pay: $22.00-$25.00 per hour

Benefits:

- Casual dress
- Company events
- Dental care
- Disability insurance
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Vision care

Work Location: In person

📌 Accounts Payable Clerk (Canada)
🏢 NuFrame
📍 Canada