Our client located in North York requires an Accounting Specialist to join their team.
Primary Responsibilities:
- Ensure all invoices are accurately matched with corresponding purchase orders to verify that goods and services have been received as agreed. This process ensures accurate payments and proper record-keeping.
- Handle the timely execution of payments, both electronic transfers and cheque runs, ensuring vendors are paid in accordance with agreed terms. Monitor cash flow to maintain adequate balances for outgoing payments.
- Accurately post all rebate receipts and miscellaneous income to the general ledger. This involves reviewing documentation, coding transactions, and ensuring proper allocation to the appropriate accounts for financial reporting purposes.
- Ensure timely payment of essential obligations such as utility bills, property taxes, and Workers' Safety and Insurance Board (WSIB) contributions.
- Review and allocate all Visa credit card expenses to the correct accounts. Ensure all expenses are documented and match receipts and invoices for reconciliation purposes.
- Ensure that fees are accurately recorded and disbursed in a timely manner.
- Establish and maintain a structured filing system, both physical and digital, to store invoices, payment records, and supporting documents. This ensures easy retrieval during audits or when responding to inquiries.
- Track payment status to ensure that all liabilities are met in a timely manner.
- Handle inquiries from vendors regarding payment statuses, discrepancies, or disputes. Investigate issues and provide clear and timely responses to maintain positive relationships with vendors.
- Compile and present all relevant documentation during audits, ensuring accuracy and compliance with financial reporting standards. Assist auditors by providing detailed records and explanations of transactions as needed.
- Prepare monthly rent statements and ensure the accuracy of billing information. Review charges and verify that all rents are posted correctly before distributing invoices to tenants.
- Assess and add supplementary charges such as parking fees or storage rentals. Ensure these charges are communicated clearly to tenants and recorded appropriately for billing.
- Oversee the deposit of funds and verify that all transactions are accurately posted.
- Assist tenants with enrolling in Pre-Authorized Payment (PAP) plans, ensuring they are set up correctly to automatically process rent payments on time.
- Manage instances of NSF payments by contacting tenants, re-processing payments, and taking any necessary follow-up actions such as issuing notices.
- Prepare and issue formal N4 notices to tenants who have defaulted on rent payments. Ensure all notices comply with legal requirements and keep accurate records of communication.
- Draft formal correspondence to tenants regarding overdue rent payments or outstanding balances, detailing the next steps and payment options. Maintain professionalism and adhere to legal guidelines for collections.
- Assist tenants in accessing their online portals by providing login credentials and troubleshooting technical issues related to their accounts, ensuring smooth access to their financial information.
- Accurately calculate rent increases according to regulatory guidelines and prepare official N1 notices for tenants. Issue annual tax receipts for tenants as needed.
- Update records for tenants moving in or out, ensuring all lease details are recorded accurately. Apply Last Month's Rent (LMR) towards final payments as appropriate.
- Calculate and post interest earned on tenant security deposits and ensure that interest payments are made in compliance with lease agreements and local regulations.
Qualifications and Experience:
- Possess foundational knowledge of accounting practices, including the ability to record financial transactions, manage accounts, and produce reports that align with accepted accounting standards.
- Experience in managing various financial systems and ensuring that all transactions are accurately recorded in the general ledger to support overall financial transparency and audit readiness.
- Demonstrated knowledge of legal and regulatory frameworks related to property management, tenant relations, and workplace safety, ensuring compliance with local laws and standards.
- Advanced skills in using Excel for data analysis, record-keeping, and reporting, as well as strong proficiency in Word for drafting professional correspondence and documentation.
Key Competencies:
- Ability to carefully review financial data, catch errors, and ensure precision in all accounting activities.
- Capable of handling multiple tasks concurrently while maintaining a high standard of work. Proficient in prioritizing urgent tasks and managing time effectively to meet deadlines.
- Communicate clearly and professionally in both written correspondence and verbal interactions with colleagues, vendors, and tenants.
- Well-organized, with the ability to develop efficient processes and solve challenges that arise in a dynamic work environment.
TDS Personnel is an equal opportunity employer and is committed to providing employment in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. Accommodations within reason due to a disability or medical need are available on request for candidates taking part in the recruitment process.
