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About the role

Job purpose
The Accounts Payable / Utilities Account Coordinator is responsible for accurately tracking, processing, and managing incoming invoices to ensure timely payments and proper coordination of all property utility accounts. This position plays a key role in maintaining strong vendor relationships and will work closely with condominium property managers to ensure all accounts are up-to-date and accurate.

Key responsibilities

  • Review invoices for proper approvals and accuracy of property allocation
  • Verify appropriate expense coding and budget availability
  • Prevent duplicate invoice entries or payments
  • Liaise with vendors to reverse or waive late payment fees when applicable
  • Communicate with vendors regarding outstanding balances and payment updates
  • Collaborate with property managers to resolve invoice discrepancies or inquiries
  • Ensure accurate and timely data entry of invoices into the accounting system, paying close attention to vendor codes, expense categories, invoice details, and posting dates
  • Monitor fund availability for payments; notify property managers if shortfalls exist
  • Process cheque runs and ensures timely payments to avoid penalties or late fees
  • Set up EFT payments and ensure accurate cheque amounts, dates, and postings
  • Coordinate cheque distribution with reception staff
  • Maintain organized and complete records of invoices and payment documentation
  • Update and maintain the vendor master file; ensure new vendors are properly vetted and approved
  • Handle stop payment requests and void cheques as per company procedures
  • Escalate accounting-related issues to the property accountants as needed
  • Monitor and respond to all accounts payable email inboxes in a timely and professional manner
  • Calculate and process monthly Connelly chargebacks, ensuring accuracy and compliance with management agreements
  • Assist with accounting administrative duties such as filing, document organization, and maintaining vendor records
  • Support Connelly staff members with day-to-day clerical tasks as needed

Utilities Coordination

  • Track and manage all utility invoices across properties
  • Set up and maintain Pre-Authorized Debit (PAD) payments for utilities
  • Download, log, and organize utility bills
  • Ensure new buildings or utility accounts are correctly set up or transferred under Connelly management
  • Build and maintain strong working relationships with utility providers
  • Manage and update the utility password spreadsheet as needed
  • Perform other duties and special projects as assigned

Qualifications

  • Minimum of 2 years of hands-on experience in Accounts Payable (required), or an equivalent combination of education and relevant experience
  • Experience with property management software especially Yardi Voyager will be an asset
  • Strong verbal and written communication skills
  • Excellent time management and organizational skills
  • Proficiency in Microsoft Office (Word, Excel, Outlook)
  • Ability to multitask and work in a fast-paced environment
  • High level of professionalism and attention to detail

Working conditions

  • Office-based role located in a comfortable indoor environment
  • Work is primarily seated, with opportunities for movement as needed
  • Standard business hours: Monday to Friday, 8:30 AM – 4:30 PM

About Calgary Immigrant Women's Association

Non-profit Organizations
201-500

Calgary Immigrant Women's Association (CIWA) was established in 1982 as a non-profit organization to address the needs and concerns of immigrant and refugee women, youth, children and families.

CIWA has developed a reputation for its innovative and unique approaches to providing essential services to immigrant and refugee women. The demand for our services increases with each passing year as Calgary receives the fourth largest intake of newcomers to Canada.

We are the only immigrant serving agency in Calgary offering all-female programs and services. CIWA's Mission, Vision and Values guide staff and volunteers in our commitment to providing programs and services designed to empower women for the benefit of their entire family and our community.

Over the years, CIWA has been honored to receive recognition for our commitment to immigrant women and their families by the community.