Job Title: Accounts Payable SpecialistJob Description

The Accounts Payable Specialist manages end-to-end accounts payable processes, supports driver and carrier settlements, and maintains accurate financial records within a transportation-focused environment. This role reviews and processes vendor and carrier invoices, prepares various financial documents and reports, and supports payroll-related activities for drivers and owner-operators. The position also contributes to system and process improvements, including participation in an enterprise-wide upgrade from QuickBooks to a cloud-based QuickBooks environment, with strong potential for permanent employment and future leadership growth.

Responsibilities

Manage day-to-day vendor relationships and act as a primary contact for accounts payable inquiries. Review all vendor invoices, obtain appropriate departmental approvals, enter invoices into QuickBooks, and issue payments according to established vendor and company schedules. Utilize transportation provider and trucking systems, as well as other operational software, while adhering to high standards for accuracy and compliance. Resolve authorized and unauthorized invalid deductions and prepare the necessary accounting entries. Calculate, prepare, and issue a variety of financial documents, including accounts payable analyses, cheques, and vendor account statements. Review all carrier invoices to ensure all related costs have been captured and invoiced prior to issuing payment. Manage and process both vendor and internal invoices, ensuring timely and accurate payments to vendors. Review and verify invoices and cheque requests, identifying and rectifying discrepancies and issues before releasing payments. Enter financial data and generate reports using existing accounting software systems, including QuickBooks and Excel. Update and maintain information in multiple databases and spreadsheets to support financial reporting and audit requirements. Maintain finance records and produce periodic scheduled reports, as well as ad hoc reports as required. Create and maintain spreadsheets to enter, track, analyze, and retrieve financial and operational data. Receive, identify, investigate, and resolve a variety of internal and external inquiries regarding the status of vendor accounts. Set up and maintain organized filing systems for financial documents, including both electronic and hard-copy records. Prepare and verify statements of earnings for drivers, ensuring accurate calculation of gross and net pay and all related deductions. Review and record all expenses incurred by drivers, ensuring accurate allocation and documentation. Prepare and balance period-end reports to support month-end close and financial statement preparation. Identify and resolve driver payroll discrepancies in a timely and professional manner. Maintain parts inventory records in collaboration with the company mechanic, ensuring accurate tracking and reconciliation. Assist and cross-train with other departments, including Safety and Sales, to support broader business operations. Prepare weekly settlements for owner-operators, drivers, and carriers, ensuring completeness and accuracy. Import fuel files from vendor portals into fleet management software, audit for potential fraudulent transactions, verify discounts, and save relevant invoices and spreadsheets for future reference. Audit and prepare driver miscellaneous receipts for reimbursement, ensuring appropriate documentation and approvals. Support audit activities by providing documentation, reconciliations, and explanations related to accounts payable and related financial processes. Contribute to the implementation and optimization of an enterprise-wide ERP upgrade from QuickBooks to QuickBooks Cloud by supporting data integrity, process improvements, and testing.

Essential Skills

Proven experience in accounts payable, including invoice processing, payment preparation, and vendor account reconciliation. Strong bookkeeping and general accounting skills, including accounts payable, accounts receivable, general ledger, journal entries, and expense management. Hands-on experience with QuickBooks, including data entry, invoice processing, and month-end close activities. Proficiency in Excel, including creating and maintaining spreadsheets for reporting, tracking, and data analysis. Ability to perform bank reconciliations and support month-end closing processes. Experience in preparing and balancing period-end reports and supporting financial statement preparation. Strong data entry skills with a high level of accuracy and attention to detail. Demonstrated ability to manage vendor relationships and respond to internal and external inquiries professionally. Experience with payroll-related activities, including preparing statements of earnings and resolving payroll discrepancies, particularly in a driver or transportation context. Ability to work with trucking systems, transportation provider software, and fleet management tools. Strong organizational skills with the ability to maintain both electronic and physical filing systems. Capability to support audit requirements through accurate documentation and timely responses. Excellent attention to detail, especially when verifying invoices, reconciling accounts, and identifying discrepancies. Ability to manage multiple tasks and deadlines in a fast-paced environment.

Additional Skills & Qualifications

Experience working in a transportation, logistics, or trucking environment is an asset. Familiarity with fleet management software and fuel file imports is beneficial. Exposure to or participation in ERP or accounting system upgrades, particularly from QuickBooks to a cloud-based platform, is an advantage. Comfort working cross-functionally with departments such as Safety and Sales. Interest in taking on additional responsibilities and developing into leadership roles over time. Strong communication skills, both written and verbal, to liaise effectively with vendors, drivers, internal teams, and other stakeholders. Ability to adapt to new systems, processes, and technologies as the organization evolves.

Work Environment

This is a full-time, on-site role based in an office environment, with a standard schedule of 40 hours per week, typically from 9:00 a.m. to 5:00 p.m., five days a week. There is a possibility of overtime depending on business needs, particularly around month-end, audits, or system upgrades. The role operates within a small finance team of three, including a controller, a bookkeeper, and this position, providing opportunities for close collaboration and mentorship. The organization is undertaking an enterprise-wide ERP upgrade from QuickBooks to a cloud-based QuickBooks platform, offering exposure to modern accounting technologies and process improvements. The environment is business casual, with a professional yet approachable atmosphere, and involves regular use of QuickBooks, Excel, trucking and transportation systems, and fleet management software. The position is office-based and requires consistent on-site presence to support operational teams, drivers, and cross-functional departments.

Job Type & Location

This is a Contract to Hire position based out of Mississauga, ON.

Pay and Benefits

The pay range for this position is $25.00 - $27.00/hr.

Workplace Type

This is a fully onsite position in Mississauga,ON.

À propos d'Aston Carter

Aston Carter fournit des solutions de talent de classe mondiale à des milliers de clients à travers le monde. Spécialisés dans la comptabilité, la finance, les ressources humaines, l’acquisition de talents, les achats, la chaine d’approvisionnement, et certaines professions administratives, nous étendons les capacités des entreprises à la pointe de l’industrie. Nous nous appuyons sur notre profonde expertise en matière de recrutement et sur notre vaste réseau pour répondre aux besoins évolutifs de nos clients et de notre communauté de talents avec agilité et excellence. Avec des bureaux aux États-Unis, au Canada, en Asie et en Europe, Aston Carter est au service d’un grand nombre d’entreprises du classement Fortune 500. Nous sommes fiers d’avoir remporté la désignation « Prix Platine » dans le cadre des prix Best of Staffing® Client et Talent décernés par ClearlyRated. Aston Carter est un employeur souscrivant au principe de l’égalité des chances et accepte toutes les candidatures sans tenir compte de la race, du sexe, de l’âge, de la couleur, de la religion, des origines nationales, du statut d’ancien combattant, d’un handicap, de l’orientation sexuelle, de l’identité sexuelle, des renseignements génétiques ou de toute autre caractéristique protégée par la loi. Si vous souhaitez faire une demande d’accommodement raisonnable, tel que la modification ou l’ajustement du processus de demande d’emploi ou d’entrevue à cause d’un handicap, veuillez envoyer un courriel à astoncarteraccommodation@astoncarter.com pour connaître d’autres options d’accommodement. Ordonnance sur l’égalité des chances de San Francisco: Conformément à l’Ordonnance sur l’égalité des chances de San Francisco, pour tous les postes situés dans la ville et le comté de San Francisco, nous examinerons les candidatures des personnes qualifiées ayant un casier judiciaire ou des antécédents criminels. Utilisation de l’intelligence artificielle (IA): Nous pouvons utiliser l’intelligence artificielle (IA) pour soutenir certaines étapes de notre processus d’embauche, notamment la recherche, la présélection et l’évaluation des candidatures. L’IA aide à analyser les candidatures et les qualifications, mais les décisions finales sont prises par notre équipe de recrutement. En soumettant votre candidature, vous reconnaissez et acceptez que celle-ci puisse être examinée à l’aide d’outils d’IA.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service. The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law. If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options. San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records. Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.