About Leasehold Improvements

Leasehold Improvements Inc. is a commercial general contractor providing construction, renovation, maintenance, and facility services throughout Atlantic Canada.

We work with property managers, national retailers, corporate facilities, offices, industrial clients, and other commercial organizations on projects ranging from day-to-day maintenance and repairs to full commercial renovations.

We run a fast-moving operation with multiple projects, service calls, subcontractors, vendors, purchase orders, and customer invoices moving at the same time. Strong financial administration is critical to keeping our projects organized and our business running smoothly.

We are looking for an Accounts Payable / Accounts Receivable Coordinator who takes ownership of the details, follows things through to completion, and keeps our financial records accurate and current.

The Role The AP/AR Coordinator is responsible for managing the day-to-day accounts payable and accounts receivable functions of Leasehold Improvements.

This position will work closely with our project management, operations, vendors, subcontractors, customers, and management team to ensure expenses are properly documented and allocated, invoices are issued accurately and promptly, receivables are collected, and our accounting records remain clean and current.

This is not simply a data-entry position. We are looking for someone who will take ownership of the financial administration process, identify discrepancies, follow up on missing information, and make sure nothing falls through the cracks.

Key ResponsibilitiesAccounts Payable

- Receive, review, and process vendor and subcontractor invoices.
- Confirm invoices are accurate and supported by appropriate documentation.
- Match invoices to purchase orders, work orders, projects, receipts, and approvals where applicable.
- Ensure costs are assigned to the correct project, job, cost code, expense account, or department.
- Enter bills and expenses accurately into QuickBooks Online.
- Monitor AP aging and prepare vendor payments for approval.
- Coordinate payments by EFT, direct deposit, cheque, credit card, or other approved payment methods.
- Reconcile vendor statements and investigate discrepancies.
- Follow up internally on missing receipts, invoices, purchase orders, or approvals.
- Maintain accurate subcontractor and vendor records.
- Collect required subcontractor documentation including business information, insurance, Workers' Compensation documentation, banking information, and other required onboarding documents.
- Maintain records required for annual T5018 subcontractor reporting.
- Monitor vendor credits, overpayments, duplicate invoices, and outstanding credits.
- Assist with credit card reconciliations and ensure receipts are collected and properly allocated.

Accounts Receivable
- Prepare and issue customer invoices based on completed work, approved quotes,



work orders, progress billings, and project information.
- Confirm invoices include required purchase order numbers, customer references, backup documentation, and billing details.
- Ensure completed work is invoiced promptly.
- Maintain accurate customer accounts and AR records.
- Monitor accounts receivable aging.
- Follow up professionally and consistently on overdue invoices.
- Send customer statements and invoice copies when required.
- Investigate payment discrepancies, short payments, duplicate payments, unapplied payments, and customer credits.
- Apply customer payments accurately within the accounting system.
- Work with project managers and management to resolve disputed or outstanding invoices.
- Escalate aging or problematic receivables to management when necessary.

Job Costing & Financial Administration
- Ensure vendor invoices, subcontractor costs, labour-related expenses, materials, and other project expenses are properly assigned to jobs.
- Review projects for missing costs or incorrectly allocated expenses.
- Help maintain accurate project profitability reporting.
- Work with Project Managers to resolve job costing discrepancies.
- Assist in identifying completed jobs that have not yet been fully invoiced.
- Support month-end accounting processes and financial reporting.
- Assist with bank and credit card reconciliations as required.
- Maintain organized digital financial records and supporting documentation.
- Assist management and external accountants with year-end information and documentation.

Payroll & Administrative Support Depending on experience, this role may also assist with:
- Reviewing employee timesheets.
- Payroll administration and payroll documentation.
- Employee expense reimbursements.
- Vacation and payroll record maintenance.
- T4 and year-end payroll documentation.
- Other accounting and administrative responsibilities as required.

Systems Experience with the following would be considered an asset:
- QuickBooks Online
- BuildOps or another construction/service management platform
- Microsoft Excel
- Microsoft Outlook / Microsoft 365
- Payroll platforms such as Payworks
- Electronic banking and vendor payment platforms

Construction accounting experience is strongly preferred. What We're Looking For The right person for this role is highly organized, dependable, and comfortable following up with people when information is missing.

You should be someone who notices when something doesn't look right and investigates it rather than simply processing it.





You will be successful in this role if you:

- Have strong attention to detail.
- Take ownership of your responsibilities.
- Are comfortable managing a high volume of invoices and transactions.
- Can prioritize competing deadlines.
- Are confident following up with vendors, subcontractors, customers, and internal team members.
- Understand the importance of accurate job costing.
- Have strong written and verbal communication skills.
- Are comfortable working independently.
- Keep organized records and close loops.
- Identify problems early and bring them forward.
- Treat confidential financial information professionally.

Qualifications

Preferred qualifications include

- 2+ years of experience in accounts payable, accounts receivable, bookkeeping, or accounting administration.
- Previous experience within construction, property management, trades, service businesses, or project-based accounting.
- Experience with QuickBooks Online.
- Working knowledge of AP, AR, account reconciliation, and general bookkeeping principles.
- Strong Microsoft Excel skills.
- Experience with job costing is considered a significant asset.
- Familiarity with Canadian sales taxes, including HST, is an asset.
- Experience with subcontractor reporting and T5018 requirements is an asset.

Formal accounting education is helpful but not required if the candidate has strong practical experience.

Key Measures of Success

Performance in this role will be measured by factors including:
- Vendor invoices entered accurately and on time.
- Customer invoices issued promptly following completion of work.
- Accurate project and job-cost allocation.
- AP and AR records remaining current and reconciled.
- Reduction in missing receipts and documentation.
- Consistent follow-up on overdue accounts.
- Reduction in aged accounts receivable.
- Accurate vendor and subcontractor records.
- Month-end information being complete and organized.
- Financial discrepancies being identified and resolved quickly.

Our Standard At Leasehold Improvements, we expect everyone on the team to take ownership of their role.

That means

We do what we say.

We follow through on commitments and communicate when something changes.

We leave it better than we found it.

We take pride in our work, our records, and how we represent the company.

We solve problems early.

If something doesn't look right, we raise it and deal with it before it becomes a bigger issue.

We protect the standard.

Accuracy, professionalism, quality, and accountability matter.

One team. One direction.

We work together, help each other, and step in where needed to get the job done.

Pay: $25.00-$35.00 per hour

Expected hours: 30.0 – 40.0 per week

Benefits

- Casual dress
- Dental care
- Extended health care
- In office parking
- Paid time off
- Vision care

Work Location: Hybrid remote in Lakeview, NS

📌 Accounting Coordinator (Lakeview)
🏢 Leasehold Improvements
📍 Lakeview