Accounting Clerk – Accounts Payable

Position Summary

The Accounting Clerk – Accounts Payable plays an important role in keeping day-to-day accounting activities running smoothly. This position is responsible for processing vendor and subcontractor invoices, preparing payments, maintaining accurate records and helping ensure project expenses are properly recorded.

Working closely with the Accounting, Operations and project teams, the successful candidate will help keep vendor accounts up to date, resolve invoice discrepancies and support monthly and year-end accounting activities. This is a hands-on role for someone who enjoys working with numbers, staying organized and being part of a team.

Key Responsibilities

Vendor and Subcontractor Administration

- Set up and maintain vendor and subcontractor accounts in Sage 300 Construction and Real Estate (Timberline).
- Verify vendor information, payment terms and required documentation.
- Collect and track subcontractor insurance certificates and WSIB/WCB clearance documents, following up when renewals are needed.
- Verify changes to vendor banking and payment information according to company procedures.
- Respond to vendor and subcontractor questions and help resolve account discrepancies.

Invoice Processing and Job Costing

- Receive, review and enter vendor and subcontractor invoices accurately and on time.
- Ensure invoices have the appropriate Operations approvals before processing.
- Match invoices with purchase orders, subcontract agreements and supporting documents, where applicable.
- Make sure expenses are assigned to the correct company,



project, job number, cost code and general ledger account.
- Review invoice amounts, taxes, payment terms and potential duplicate charges.
- Track subcontractor holdbacks, approved changes and credits, as required.
- Follow up with Operations and vendors to resolve missing approvals, pricing differences and invoice discrepancies.

Payments and Corporate Credit Cards

- Prepare scheduled payment runs, including biweekly subcontractor payments, for review and approval.
- Process approved cheque and electronic payments.
- Prepare and send payment details to vendors and maintain accurate payment records.
- Process corporate credit card transactions through Concur, ensuring receipts, business details, job coding and approvals are complete.
- Reconcile credit card statements and enter approved transactions into Sage.
- Follow company procedures to ensure payments are properly reviewed and authorized.

Reconciliations and Month-End Support

- Reconcile vendor statements and follow up on missing invoices, credits and account discrepancies.
- Reconcile accounts payable records with the general ledger.
- Identify outstanding invoices, expenses and prepaid items for month-end review.




- Assist with intercompany, bank and applicable tax reconciliations.
- Prepare supporting schedules and enter approved journal entries.
- Complete assigned accounts payable month-end activities in Sage.

Year-End and Administrative Support

- Organize accounts payable records and supporting documents for management and external accountants.
- Assist with year-end reconciliations and approved adjustments.
- Maintain accurate electronic records and handle confidential financial information appropriately.
- Provide additional accounting support as needed, following appropriate training and approval procedures.

Qualifications and Skills

- Education in accounting or bookkeeping, or equivalent practical experience.
- Previous accounts payable experience; construction or project-based industry experience is an asset.
- Familiarity with job costing, subcontractor payments, holdbacks and invoice approval processes.
- Experience with Sage 300 Construction and Real Estate (Timberline), Concur or similar accounting systems is an asset.
- Positive spreadsheet, data-entry and reconciliation skills.
- Strong attention to detail and the ability to stay organized while managing deadlines.
- Good communication and problem-solving skills.
- A dependable team player who takes ownership of their work and handles confidential information with discretion.

Pay: $25.00-$27.00 per hour

Experience:

- Accounts payable: 3 years (required)
- Construction accounting: 2 years (required)

Work Location: In person

📌 Accounts Payable Clerk (Barrie)
🏢 Avery Human Resources
📍 Barrie