Accounts payable Associate

Job Summary
As part of a 3-person A/P team and 11 person overall Finance team, ensure the accurate and timely processing of vendor invoices and employee expense reports, aligning with company policies and procedures. This role involves meticulous data entry into the accounting system, precise coding, and matching, as well as offering support to payment processing and various accounting department tasks.

​Duties and responsibilities
Vendor Invoices

• Accurately input supplier invoices into the accounting system, ensuring alignment with purchase order receipts.
• Record vendor invoices, verify proper coding, authorized approvals, and correct allocation to accounting periods in accordance with matching principles.
• Respond to vendor inquiries promptly and professionally.

Employee Expenses

• Scrutinize employee reimbursement expenses for accuracy, validate appropriate coding, and ensure all necessary receipts and documentation are included.
• Confirm that expenses are authorized by supervisors.
• Timely entry of expenses into the accounting system.
• Communicate with employees regarding proper backup documentation and ensure the timely submission of expense reports.
• Review, code, and process HSBC credit card statements, attaching receipts and supporting documentation provided by employees, and ensure timely submission to the Controller for payment.

Payment Processing

• Execute check runs, ensuring the acquisition of authorized signatures for checks.
• Prepare a weekly list of wire transfers for management approval.
• Set up wire transfers in the online banking system.
• Enter manual invoices into the system after processing wire payments.
• and maintain accurate reporting.
• new vendors in the accounting system.

Accounting Reconciliations

• Enter journal entries as necessary.
• Provide HR with information required for income tax purposes (e.g., Sales rep expenses for year end reporting).

Audit

• Assist with the year-end audit by providing requested account reconciliation schedules, supplier/vendor invoices, and cash disbursement backup.

Clerical

• Establish new vendors in the accounting system
• Perform filing duties.
• Handle daily billing.
• Box accounts payable invoices once the year-end audit is complete.
• Occasional short-distance travel may be required for bank-related activities.
• Safeguard petty cash and maintain accurate reporting
• Other duties as assigned

​Qualifications

• 3-5 years of Accounts Payable (A/P) experience with a post-secondary education
• Demonstrated ability to work collaboratively as a team player, while also being flexible in managing tasks and priorities when working independently.
• Positive and professional attitude, with a commitment to maintaining a high level of professionalism in all interactions.
• Strong systems knowledge to understand the in-house accounting systems, ERP system and to be able to adapt quickly (currently using Microsoft Business Central)
• Strong proficiency in Microsoft Office Suite, especially Excel, Outlook, and Word.

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