We are looking for a detail-oriented and organized A/P & A/R Administrator to join our Finance team!

This role is ideal for someone with a strong foundation in accounts payable and accounts receivable and financial administration. The ideal candidate will be someone who takes pride in accuracy, organization, and maintaining clean, reliable financial records.

Successful candidates for this role will demonstrate:

1. Strong Accounts Payable and Accounts Receivable Experience

You have experience supporting both vendor payment and client billing workflows, including processing invoices, tracking payments, maintaining records, and ensuring transactions are completed accurately and on time.

1. Attention to Detail and Financial Accuracy

You take pride in accuracy and consistently ensure that invoices, payments, expense coding, account records, and supporting documentation are complete, correct, and well-organized.

1. Organized Financial Documentation and Recordkeeping

You maintain clear, structured financial records, ensuring invoices, receipts, approvals, payment details, and supporting documentation are properly stored and easy to access.

1. Reconciliation and Discrepancy Resolution Skills

You are comfortable reconciling accounts, identifying invoice or payment discrepancies, following up on missing information, and working through issues methodically until they are resolved or escalated.

1. Professional Communication with Clients, Vendors, and Internal Teams

You communicate clearly and professionally when following up on client payments, responding to vendor inquiries, requesting approvals, or coordinating with internal teams to keep billing and payment processes moving smoothly.

Start Date: ASAP

About Candybox:
Candybox Marketing is an award-winning, full-service digital marketing agency with a studio in Oakville, ON. We specialize in CRO, SEO, PPC, Web Design + Development, Branding, Social Media and Multimedia.

Listed on Canada’s Fastest Growing Companies 7 years in a row

Certified as a Great Place to Work (2021-2025)

We make the web sweet, and we want you on our team.

Key Actions :
Client Billing and Accounts Receivable Management

• Prepare, track, and send client invoices using the agency’s accounting and project management systems.
• Ensure invoices reflect accurate project details, billing schedules, approved fees, and supporting documentation.
• Maintain accurate accounts receivable records in QuickBooks or the agency’s approved accounting system.
• Track outstanding invoices, monitor client balances, and review accounts receivable aging regularly.
• Follow up on overdue invoices, document collection activity, and escalate long-outstanding accounts when required.
• Respond professionally to client billing inquiries and provide account summaries or supporting documentation as needed.

Payment Processing and Receivables Documentation

• Record and post all client payments accurately in the accounting system.
• Deposit received cheques, verify electronic payments, and monitor credit card payments.
• Update expired client card information and ensure payment details remain current.
• Ensure all payment records are accurate, complete, properly documented, and filed according to agency standards.
• Identify payment discrepancies and support timely resolution or escalation.

Accounts Payable and Vendor Payment Processing

• Process vendor invoices and accounts payable transactions accurately and on time.
• Ensure vendor invoices are reviewed, approved, coded, and processed in alignment with agency payment schedules.
• Manage payments for vendors, subcontractors, influencers, service providers, and approved team member reimbursements.
• Maintain accurate vendor records, payment details, and account information.
• Respond to vendor inquiries related to invoices, payments, or payment status.
• Coordinate with internal teams to confirm invoice approvals, missing documentation, and payment readiness.

Expense Coding, Allocation, and Reconciliation

• Code expenses accurately to the appropriate general ledger accounts.
• Allocate expenses correctly to clients, projects, departments, or operational categories where required.
• Track recurring expenses, including software subscriptions and service vendors.
• Assist with reconciliation of credit card, PayPal, vendor, payment, and expense accounts.
• Identify invoice, payment, coding, or reconciliation discrepancies and support timely resolution.
• Escalate expenses requiring accrual review or accounting judgement to the Financial Controller.

Financial Reporting and Records Management

• Generate monthly accounts receivable aging reports and accounts payable reports.
• Provide aging reports, payment updates, and supporting documentation to the Financial Controller as required.
• Maintain organized and complete financial records, including invoices, receipts, payment records, approvals, and supporting documentation.
• Ensure financial documentation is properly stored, accessible, and maintained in accordance with agency standards.
• Assist with organizing supporting documentation for audits, tax preparation, and financial record reviews as requested by the Financial Controller.

Financial Systems, Compliance, and Process Support

• Maintain accurate transaction data within QuickBooks or other approved accounting systems.
• Follow established billing, payment, coding, reconciliation, documentation, and internal control procedures.
• Follow agency financial policies, documentation standards, and internal control procedures.
• Work with Project Managers, Department Leads, vendors, clients, and the Finance team to resolve missing information, approvals, or documentation.
• Assist the Financial Controller with finance administration and improvements to billing, payment, documentation, and filing workflows.

Requirements for the role

Skills

• Accounts payable and accounts receivable processing
• Invoice preparation, payment tracking, and vendor payment coordination
• Expense coding, documentation, and financial recordkeeping
• Reconciliation of payments, credit cards, PayPal, and expense accounts
• Vendor, client, and internal team communication
• Invoice and payment discrepancy resolution
• Strong attention to detail and financial accuracy
• Time management and ability to manage multiple financial workflows
• Excel, Google Sheets, and accounting software experience

Qualifications

• Post-secondary education in accounting, finance, bookkeeping, or business administration (preferred)
• 2–4 years of experience in accounts payable, bookkeeping, or financial administration
• Experience supporting finance administration in a marketing agency, creative agency, or project-based service environment is considered an asset
• Experience using accounting software (QuickBooks or similar systems)
• Strong Excel or Google Sheets skills
• Experience managing vendor invoices and expense documentation
• Ability to reconcile financial records and investigate discrepancies

What we are looking for in a successful candidate:

• Acts with Integrity
• Self-Managed
• Accountable
• Problem Solver
• Do what you say you will do
• Consistently demonstrates positive behaviour
• Takes Initiative
• Strong Work Ethic
• Punctual

What we offer:
Competitive Salary Range [$50,000 - $60,000 annually, based on experience and qualifications]

Full health benefits (dental, eye care, massage, physio, etc.)

Group RRSP participation (after 1 year of employment)

Birthday Day Off!

Career growth & professional development opportunities

Hybrid work environment (2-3 days in-studio, Oakville)

Work with an award-winning team that values innovation, collaboration & performance

Employment Type: Full-time, with a hybrid work structure requiring consistent weekly in-studio days alongside remote work.

Start Date: ASAP