JOB SUMMARY

The Deposit Coordinator is responsible for accurately processing and applying all incoming customer payments, including checks, EFT’s, wire transfers, and credit card transactions. This role ensures payments are posted promptly and correctly, supporting the integrity of accounts receivable records. The Deposit Clerk reports directly to the Accounts Receivable Manager and works closely with internal teams to verify remittance details and ensure accurate application.

KEY RESPONSIBLITIES

• Reconcile and process incoming payments including checks, EFT’s, wires, and credit card transactions.
• Apply payments to customer accounts based on remittance details and internal procedures.
• Post daily payment batches into the accounting system.
• Flag and report unapplied, misapplied, or unidentified payments to the Accounts Receivable Manager.
• Maintain organized and complete records of all payment activity and supporting documents.
• Work with internal departments (Ex. Sales, billing) as needed, to clarify remittance, billing, or account information.
• Adhere to company policies and procedures by following established workflows, verifying compliance, and raising any process uncertainties or improvement ideas.
• Coordination of daily payment processing workflow, ensuring timeliness and accuracy.
• Responding promptly to internal inquiries regarding deposits or account status.
• Reporting issues or trends in payment delays or mismatches.
• Providing daily and weekly updates on payment activity and deposit totals.
• Set-up and Maintain customer accounts, ensuring accurate data entry, proper documentation, and timely updates.
• Coordinate with departments to support smooth customer onboarding and customer account management.
• Assist with other accounting or administrative duties as assigned by the Accounts Receivable Manager.

QUALIFICATIONS AND SKILLS

• High school diploma required; post-secondary education in accounting or related field/s is an asset.
• 1-2 years of experience in accounts receivable or payment processing preferred.
• Experience handling credit card payments and sensitive information.
• Proficient with Microsoft Office Suite applications, in particular, Outlook, Excel.
• Familiarity with accounting software (Sage 300), an asset.
• Understanding of reconciliation process.

CORE COMPETENCIES AND KEYS TO SUCCESS IN ROLE

• Strong problem-solving skills and ability to think critically.
• High level of accuracy and attention to detail.
• Ability to work effectively under pressure and meet deadlines.
• High level of integrity and confidentiality when handling sensitive financial data.
• Customer focused mindset with a collaborative approach to resolving issues.
• Strong organization and time management skills.
• Clear and professional communication skills both written and verbal.
• Deadline driven with a proactive problem-solving approach.
• Willingness to follow established processes and contribute to improvement.