- Monitor and manage designated Accounts Payable email inboxes and communication channels.- Review incoming invoices and supporting documentation and ensure they are properly organized and processed.- Respond to vendor inquiries related to:- Payment status- Account balances and inquiries- Payment requests- Follow up with vendors to obtain missing information or documentation required for invoice processing.- Monitor the Accounts Payable telephone queue and respond to AP-related inquiries.- Escalate or redirect inquiries to the appropriate internal department when required.- Process Accounts Payable invoices accurately and within established timelines.- Receive, organize, and electronically file invoices received through various channels.- Maintain organized invoice records by vendor, legal entity, and supporting documentation.- Enter invoices into the company's accounting/ERP system and ensure they are coded and assigned to the appropriate entity and business unit.- Process both:- Non-purchase order invoices- Purchase order invoices for goods or services that have been received- Verify invoices for accuracy, including vendor information, amounts, coding, supporting documentation, and purchase order details.- Attach invoices and supporting documentation to the appropriate accounting records.- Route invoices through the applicable approval workflow.- Monitor outstanding approvals and follow up with internal stakeholders when required.- Post approved invoices in the accounting system.- Work closely with internal departments and vendors to resolve discrepancies and ensure timely invoice processing.Accounts Payable Aging & Payment Processing- Prepare Accounts Payable aging reports and payment schedules in accordance with established procedures.- Extract and organize AP data for payment review.- Review outstanding invoices and identify payments requiring prioritization based on:- Payment terms- Business priorities- Available funding- Provide relevant notes and supporting information to assist management with payment decisions.- Submit AP aging and payment reports for management review and approval.- Process approved payment transactions for applicable payment runs and entities.- Maintain accurate payment records and supporting documentation.- Provide remittance details to vendors following payment processing.- Respond to vendor inquiries regarding payment status and provide remittance documentation when required.Corporate Credit Card Administration & Reconciliation- Record corporate credit card transactions accurately and within established deadlines.- Reconcile credit card accounts to ensure all transactions are properly recorded and supported.- Monitor available credit limits across company cardholders.- Identify potential funding or credit-limit issues in advance.- Communicate anticipated funding requirements to management and assist with ensuring sufficient credit is available.Fleet & Operating Expense Payment Monitoring- Monitor company fleet and operating expense accounts for upcoming payment and funding requirements.- Review available balances and anticipated payment activity.- Provide advance notification to management when additional funding is required.- Follow up to ensure funding transfers are completed within required timelines.Monthly Reconciliations & Financial Controls- Complete monthly reconciliation of the Accounts Payable subledger to the General Ledger.- Investigate and resolve discrepancies between AP records and the General Ledger.- Ensure outstanding balances and transactions are accurately recorded and properly supported.- Prepare account reconciliations for management review and approval.- Maintain appropriate documentation to support reconciliations, month-end close,



and financial reporting.- Assist with maintaining effective AP controls and procedures.Purchase Order & Receiving Coordination- Work closely with Purchasing, Inventory, Operations, and other internal teams to monitor purchase orders requiring invoicing.- Prepare and distribute reports identifying outstanding purchase orders that have not yet been received or invoiced.- Identify purchase orders where receiving or invoicing may be delayed.- Follow up with appropriate internal stakeholders to resolve outstanding items.- Assist with vendor and logistics follow-up to ensure:- Goods and services are received within expected timelines.- Purchase orders are properly received in the system.- Vendor invoices are obtained.- Invoices can be processed and paid within established payment terms.- Ensure purchase order and AP records remain accurate and up to date.General Accounts Payable Responsibilities & Internal Controls- Maintain accurate, complete, and well-organized Accounts Payable records across multiple entities or business units.- Ensure invoices and supporting documentation are processed in accordance with company policies and procedures.- Maintain confidentiality and security of financial information.- Ensure AP transactions are entered accurately and within required deadlines.- Communicate effectively with vendors, management, and internal departments to resolve issues and prevent payment delays.- Proactively identify outstanding invoices, discrepancies, duplicate payments, and potential payment issues.- Assist with improving AP processes, procedures, reporting, and internal controls.- Provide support for AP reporting, audits, month-end/year-end activities, and other financial requirements as requested.#J-18808-Ljbffr

📌 Accounts Payable Specialist - C$60,000 - C$70,000 A Year (Toronto)
🏢 Aecon
📍 Toronto