Job Overview

The Accounts Payable (AP) Specialist is responsible for managing and processing a company’s outgoing payments and financial obligations to vendors and suppliers. This role ensures that all invoices are accurately recorded, approved, and paid in a timely manner, while maintaining compliance with internal controls and accounting policies.

Accounts Payable (AP) Functional Accountabilities:

• Invoice Processing: Accurately enter and process vendor invoices, ensuring proper approvals and GL coding.
• Payment Processing: Manage payment runs (ACH, wire transfers, checks) and ensure timely disbursements.
• Vendor Management: Maintain strong relationships with vendors, resolve disputes, and negotiate payment terms.
• Expense Reporting: Review, process, and reconcile employee expense reports following company policies.
• Compliance & Controls: Ensure AP processes comply with company policies, tax regulations, and audit requirements.
• Reconciliations: Perform monthly AP reconciliations, including vendor statements and accruals.
• Process Improvements: Identify and implement efficiency improvements within AP workflows.
• Strong Communication & Negotiation Skills
• Problem-Solving & Analytical Thinking
• Attention to Detail & Accuracy
• Time Management & Prioritization
• Customer/Vendor Relationship Management
• Knowledge of Accounting Systems (e.g., Epicor)
• Compliance & Regulatory Knowledge

Education & Experience:

• Diploma or degree in Accounting, Finance, or a related field (preferred).
• 2+ years of experience in Accounts Payable, Accounts Receivable, or general accounting.
• Experience working with accounting software (e.g., Epicor, or similar ERP systems).

Technical Skills:

• Strong knowledge of AP & AR processes, including invoicing, collections, and reconciliations.
• Proficiency in Microsoft Excel (pivot tables, VLOOKUP, data analysis).
• Understanding of GAAP and financial principles.
• Experience with electronic payment processing and bank reconciliations.

Key Responsibilities:

• Process and verify invoices, payments, and expenses.
• Reconcile vendor statements and resolve discrepancies.
• Manage customer invoicing and collections.
• Prepare aging reports and assist in cash flow forecasting.
• Maintain accurate financial records and documentation.

Soft Skills:

• Strong attention to detail and accuracy.
• Excellent problem-solving and analytical skills.
• Effective communication and interpersonal skills.
• Ability to work independently and meet deadlines.

Working Conditions

• Location: Office-based
• Schedule: Full-time, Monday to Friday, with additional hours required during month-end, quarter-end, and year-end.
• Physical Requirements: Primarily desk-based, with extended computer use.

AP Key Performance Indicators (KPIs):

• Invoice Processing Time: Avg. time taken to process an invoice (Target: ≤3 days)
• On-Time Payments: % of payments made on time (Target: 98% or higher)
• AP Aging: % of invoices >30 days overdue (Target: <5%)
• Expense Report Processing Time: Avg. time to approve/deny expense reports (Target: ≤5 days)

Job Types: Full-time, Permanent

Pay: $20.00-$24.00 per hour

Expected hours: 40.0 per week

Benefits:

• Dental care
• Employee assistance program
• Extended health care
• On-site parking
• RRSP match
• Vision care

Schedule:

• Monday to Friday

Work Location: In person