The Accounts Payable Specialist reports directly to the Accounts Payable/Receivable Supervisor and is responsible for managing the accounts payable process, issuing cheques to vendors, and supporting accounts receivable. Providing these services in an effective and efficient manner will aid in ensuring vendors/suppliers are paid within a reasonable timeframe, funds are deposited as per weekly/monthly timelines, and that Condominium Corporations’ finances are accurate and up to date.
Position Description, Duties and Responsibilities
- Scan all Pre-Authorized Debit (PAD) invoices into AP Software for their assigned properties and code as required.
- Set up all Pre-Authorized Debit (PAD) vendors and accounts into AP Software.
- Code and approve all PAD invoices in AP Software ensuring accuracy of information and proper description in notes section on a daily basis.
- Prioritize payments to the federal, provincial, and municipal authorities in a timely and accurate manner to avoid fines and/or penalties.
- Assist with the approval of new vendors including verifying their HST number and updating accounting systems on a weekly basis.
Process all chargebacks including:
- Ensuring correct account code is used.
- Verifying correct supporting documentation has been included for all chargebacks.
- Following up with property on any chargeback issues.
- Issue cheques for approved invoices for all assigned properties for all operating and reserve expenses.
- Investigate and correspond to any property or vendor inquiry for any invoice or payment issues and follow through to resolution.
- Prepare, sort, and maintain weekly courier envelopes for all properties.
Maintain all property filing including:
- Create AP/AR/Property Accounting file folders for each property.
- Prepare year-end box files for each property.
- Assist with year-end audits, preparing year-end box files for auditors as requested by Property Accountants, including year-end box loan letter to auditor (if applicable).
- Arranging delivery of year-end boxes to property or Duka storage after completion of year-end audit.
- Updating property filing cabinet list.
- Assist in preparation of any turnover property boxes.
- Assist Accounts Receivable with all unit owner change of ownerships and/or payment method and emailing confirmation of completion for all properties (current and new).
Assist Accounts Receivable with weekly deposits including:
- Posting/applying payments to owner accounts.
- Preparing bank deposits.
- Processing remote deposits.
Assist Accounts Receivable with ND Energy:
- Apply account payments to third-party software.
- Prepare remittance invoices.
- Prepare owner reimbursements.
- Other duties as required.
Position Requirements
- Minimum 3 years’ experience in Accounts Payable with thorough knowledge of the invoice approval and payment process.
- Accounts Receivable experience preferred, but not required.
- Strong data entry skills with an ability to work at a fast pace with accuracy.
- Ability to work independently and within a team environment with initiative.
- Good time management/organization skills and resolution techniques.
- Good MS Excel skills.
Job Type: Full-time
Benefits:
- Company events
- Dental care
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Vision care
Flexible Language Requirement:
Schedule:
Experience:
- vendor management: 1 year (preferred)
- Accounts payable: 1 year (preferred)
Work Location: In person
