Role Summary:
Reporting to the Controller, the Accounts Payable Administrator will be instrumental in maintaining good financial terms with suppliers, maximizing early payment discount opportunities, and optimizing cash flow. The incumbent will be a hands-on, detailed individual, will possess strong interpersonal skills, and a professional in Accounts Payable.
Specific Responsibilities:
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Reviews and verifies invoices and their accompanying payment requests to ensure compliance to Company policies and procedures for such elements as: proper authorization, applicable matching purchase order or contract;
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Prepares invoice batches and inputs into software program on a daily basis to ensure payments are processed in time for deadlines;
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Creates and maintains Supplier profiles and records in software program;
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Seeks clarifications or explanations from submitters when warranted; changes status of expense claims in the expense management system to reflect the actions taken;
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Ensures professional relationships are established and maintained with all suppliers;
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Prepares journal entries to record cost allocation or adjustments in the financial system;
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Provides advice to clients regarding procedures relating to accounts payable, wire transfers and travel claims;
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Responds to inquiries from suppliers, consultants and clients regarding the status of their payments;
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Ensure that reimbursements are in line with the policies and procedures applicable to the type of expenditure, and are properly approved;
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Remain courteous and efficient in the processing of duly approved petty cash vouchers;
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Balance and reconcile cash disbursements made;
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Ensure that all disbursements and receipts are recorded on a journal voucher for posting to the general ledger (in the financial information system);
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Retrieve and match the invoices to the payment register;
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Oversee the distribution of cheques;
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Follow all policies and procedures and adhere to all standards;
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Other duties as assigned.
Required Qualifications:
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Minimum of 1 years' experience in Accounts Payable is required;
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General understanding of accounting and bookkeeping practices.
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Good proficiency using MS Excel Spreadsheets.
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Attention to detail with a high level of accuracy;
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Ability to work in a fast-paced environment;
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Excellent verbal and written communication in both official languages (English and French) is preferred;
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Ability to maintain confidentiality and exercise extreme discretion;
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Assertive professional demeanor;
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Proficient computer skills.
Decision-making:
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Ability to think independently and make decisions quickly, using knowledge and experience to protect the overall goals of the Company
Key Relationships:
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Ability to build good working relationships within the Finance Department, and across the organization, using appropriate communication methods to derive appropriate response and learning.
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Communicate professionally with outside vendors and business partners to further forge strong working relationships.
Unique Requirements:
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Communicate effectively with vendors using patience and persistence to achieve satisfactory results.
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Manage large volumes of invoices for processing.
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Ability to sit for long periods.
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Repetitive movements.
