About the Role:

Inspired HR is seeking a detail-oriented and proactive Accounting & Office Administrator to support our client in the construction and manufacturing industry. This role is responsible for full-cycle Accounts Payable and Accounts Receivable, including accurate and timely processing of vendor invoices, payments, customer invoicing, and collections. The position also oversees corporate credit card administration and provides light office administration support to ensure the smooth operation of our office.

Key Responsibilities:

Accounts Payable

• Full-cycle processing of vendor invoices, including coding to appropriate GL accounts or projects, verifying approvals, and matching to purchase orders.
• Process vendor payments (EFT, wire, cheque) in accordance with agreed terms.
• Manage vendor holdbacks, ensuring accuracy and proper release based on contract requirements.
• Reconcile vendor statements and resolve discrepancies promptly.
• Maintain vendor compliance records, ensuring valid and up-to-date WCB clearances, certificates of insurance, and credit applications are on file.
• Prepare AP accruals and assist with month-end close, including subledger reconciliations and journal entries.
• Support reporting of AP metrics such as aging and outstanding commitments.

Accounts Receivable

• Prepare and issue customer invoices in accordance with contracts and project milestones.
• Record deposits and reconcile AR subledger to GL.
• Monitor AR aging and follow up on overdue accounts.
• Manage customer holdbacks, statutory declarations, and compliance documentation.
• Provide AR reporting and support cash flow forecasting.

Corporate Credit Cards

• Administer corporate credit card program, ensuring compliance with company policy.
• Collect and verify receipts, code transactions, and reconcile monthly statements.
• Escalate and resolve missing or non-compliant transactions.

Office Administration

• Order and maintain office supplies, manage vendor relationships, and coordinate office logistics.
• Support employee onboarding (equipment, accounts, forms).
• Assist with office event coordination and general administrative support as required.

Qualifications:

• 3+ years of full-cycle AP and AR experience, preferably in a project- or job-costing environment.
• Proficiency with ERP systems
• Strong MS Excel skills (vlookups, pivot tables).
• Highly organized, detail-oriented, and able to manage multiple priorities.
• Excellent interpersonal and communication skills for liaising with vendors, customers, and internal stakeholders.
• Proactive, resourceful, and able to work independently in a fast-paced environment.