iLobby is the global leader of SaaS-based enterprise visitor management system, with an easy, reliable and innovative platform that has become an integral part of day-to-day operations for major governments, banks, airports, manufacturers, and Fortune 500 companies worldwide. With iLobby, we help clients succeed in tracking, managing, and monitoring who is in their building – while increasing security and efficiency.
At iLobby, we are focused on creating an innovative and collaborative working culture where we value the contribution of each individual. Employee engagement is a key focus area for us and we encourage participation and the sharing of information and ideas.
In being a great place to work, we are proud to offer a range of experiences and opportunities that will help our employees to achieve their career and personal goals and enable them to live a healthy and balanced life.
This is a hybrid position where you'll be required to be in office at least two days a week with the flexibility to work from home the remaining days if desired.
About the Role
This role will be the main point of contact for all accounts payable and purchasing activities across global operations. As a result, it is expected that this role will partner with management for vendor related activities.
The individual in this role will work closely with Finance management to ensure that vendor payments and purchasing requests are reviewed, approved, and paid in a timely manner. This role will work within various systems to enter and manage vendor invoices, credit card expenses, and employee expense reports and ensure that all data is flowing through to the general ledger accurately with supporting documentation.
We are seeking a detail-oriented and self-motivated individual to support the global growth of the business. The ideal candidate works independently to respond to requests and communications while completing tasks by the agreed upon deadlines. In this role, you will have ample opportunity to recommend and implement processes that make the accounts payable and purchasing functions more efficient and scalable while ensuring the highest level of quality.
The iLobby finance team is comprised of an energetic group of individuals who work as a team. We work together to solve problems and we have fun in the process. In addition, we utilize modern systems, such as Sage Intacct, Float and Expensify, to efficiently perform our work while ensuring the highest level of quality and accuracy.
Key Responsibilities:
Accounts Payable
- Input vendor invoices into the ERP system (Sage Intacct) with high precision, accuracy, and attention to detail. Obtain approvals for all vendor invoices.
- Review credit card transactions created in Float (virtual credit card software tool) and ensure that supporting documentation has been uploaded for all transactions. Upload the data into Sage Intacct in an accurate and timely manner.
- Monitor credit card balances and recommend timing of payment to ensure that the credit limit is not reached. Ensure that payments are made in a timely manner and all controls are adhered to.
- Review expense reports and reimbursements created in Expensify (employee expense reporting and reimbursement software tool) and ensure that supporting documentation has been uploaded for all transactions. Review that the data has synced to Sage Intacct accurately.
- Obtain a deep understanding of transactions incurred and vendor relationships. Accurately categorize expense transactions to the appropriate department, general ledger account, and purchase items based on this understanding. Work with department managers to map transactions correctly. Provide spending insights to finance management.
- Ensure that documentation is obtained to support three-way match of expense transactions (purchase request and approval, invoice, and payment).
- Respond to vendor inquiries and employee requests in a professional and timely manner and escalate any issues to the Senior Manager of Financial Reporting.
- Perform bi-monthly and ad-hoc bank AP Aging reviews to recommend vendor payments that need to be made. Create bank payment transactions to pay vendors and credit cards. Apply these payment transactions from the bank to outstanding invoices in Sage Intacct.
- Assist the Senior Manager of Financial Reporting with Accounts Payable analyses such as AP Aging, AP Days Outstanding, bi-weekly AP Invoice Payment reviews, and monthly expense analysis.
- Prepare monthly accounts payable reconciliations, and provide commentary where necessary, to drive accuracy of the general ledger. Take accountability for the accuracy of the accounts payable general ledger account.
- Assess inefficient processes and provide suggestions for improvement. Assist in the implementation of new processes.
- Assist in the implementation of new systems and/or modules that support the accounts payable and purchasing function.
- Assist with the year-end and interim audit by actioning audit requests.
- Participate in a wide variety of ad-hoc reporting, special projects, and analysis as necessary in our constantly evolving and growing company.
- Ensure that all expenses and payments are recorded within the ERP system (Sage Intacct) per weekly and monthly timelines. Ensure that bank payments are made on a bi-monthly basis per payment schedule. Adhere to all month-end and mid-month timelines.
- Continuously seek ways to manage working capital by building relationships with vendors to stretch payment terms.
Purchasing
- Review purchase requests from various departments and seek approvals based on thresholds and policies.
- Process approved purchase requests by submitting purchase orders to vendors or processing the purchase directly on the vendor website.
- Track all purchase requests in the system. Ensure accurate tracking of request date, order date, and goods received date.
- Ensure that documentation such as bill of lading is digitally stored and shared with accounts payable.
- Build relationships with vendors in an effort to secure favourable payment terms and receive priority shipping.
Requirements:
- Educational background in accounting from an accredited university.
- Past experience working on a finance / accounting team from an internship, contract term, or full-time employment is ideal.
- Experience working for a technology company is a bonus
- Excellent communication skills with the desire to build relationships with internal and external stakeholders
- Experience using systems such as Sage Intacct, Float and Expensify is very beneficial, but not required
- Eagerness to respond to vendor and employee inquiries in a professional and timely manner
- Strong organization and time management skills resulting in the ability to consistently meet deadlines
- Excellent attention to detail and a genuine curiosity which leads to solid data integrity and analysis. Not afraid to asks questions to learn more about the business, process, vendor, transaction, etc.
- Excellent excel skills with experiences (using functions such as xlookup, IF statements, index match, etc.) to automate day-to-day tasks
- Can-do attitude with the ability to quickly learn new applications / software systems;
- Ability to work in and support a thriving team environment
- Required to come into the office 1-2x per week, or when requested (hybrid)
Why work at iLobby?
iLobby is the global leader in enterprise visitor management, helping complex enterprises digitize, optimize, and automate their key facility process – from streamlined visitor management to emergency evacuation, our Facility OS Platform is cutting edge and driving significant value with our customers.
We work hard and play hard and we do both with passion and respect for one another. Our company promotes a fast-paced, fun, friendly, and highly collaborative work environment that provides:
🩺Comprehensive health coverage (includes Dental and Vision coverage)
🏠A Hybrid work environment with our office based in North York, Toronto
💡Opportunity for advancement and growth
🍕 Catered Events, Snacks, Drinks – You won’t go Hungry!
🥳 Birthday and Life Celebrations
🎉 Two annual parties in a year
iLobby Commitment
We believe that a diverse team is the key to innovation and growth. We are an equal opportunity employer that value diversity at our company and encourage all candidates to apply. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
iLobby will accommodate individuals with disabilities through each stage of the recruitment and selection process. Please advise us of any needs when your interview is booked, and we will do our best to meet your needs.
Please note that all candidates must be legally eligible to work in Canada.
Background and Reference Checks
Any offer of employment may be conditional upon full background checks including a criminal record check, a credit check and employment and educational verifications. A reference check will also be conducted.
iLobby thanks all candidates for their interest, however only those selected to continue in the process will be contacted.
iLobby Website: www.ilobby.com
Follow us on LinkedIn: https://www.linkedin.com/company/ilobby-visitor-management
Office location: 5255 Yonge St, Suite 1500 North York, ON M2N 6P4
To apply: Please apply through LinkedIn
