Accounts Payable & Administrative Coordinator

Job summary

The role involves managing day-to-day accounts payable functions, including invoice processing, payment runs, and vendor file maintenance. Additionally, the coordinator will oversee insurance and bonding administration while providing general office support and event coordination.

Job details

About Viking Reinforcing Viking Reinforcing Ltd. is a Vancouver Island based steel reinforcing (rebar) fabrication and installation company serving construction projects across British Columbia. We are a well established, growing company with a strong reputation for quality, safety, and reliability. Our office team keeps the business running behind the scenes, and we take pride in a professional, supportive, and stable work environment. About the Role We are looking for a detail-oriented and reliable Accounts Payable professional to join our administration and finance team at our Parksville office. This is a key full-time position responsible for the day-to-day accounts payable function, along with insurance and bonding administration and general office coordination. You will work closely with ownership, management, and our external accountants. Accuracy, discretion, and strong organizational skills are essential. Key Responsibilities Accounts Payable Enter, code, and process vendor invoices accurately and on time. Maintain the accounts payable aging and keep payables records current and complete. Match invoices to supporting documentation and route for approval. Maintain the vendor master file and set up new vendors with the required documentation. Prepare payment runs (EFT, cheque, and company credit card) for management approval, and process approved payments. Follow strong internal controls, including verification of vendor banking and payment detail changes before any change is made. Maintain complete, organized records of approvals, payments, and confirmations, working with our Professional Accounting Team leads MNP. Insurance and Bonding Administration Administer the company's insurance programs (liability, property, and vehicle/fleet) at an operational level and act as the day-to-day contact with our insurance brokers. Coordinate the reporting of insurance incidents, claims, and losses, and support the claims process. Coordinate insurance renewals, gather required information, and maintain a current register of policies, coverage periods, and renewal dates. Confirm subcontractor insurance is in place before work begins and maintain those records. Coordinate day-to-day with the surety broker and bonding company on bid, performance, and payment bonds. Prepare and submit bond request packages, track active bonds and renewals, and maintain the bonding register. Administrative and Office Support Order office supplies and maintain inventory levels. Support ownership and management with administrative projects and requests. Coordinate company staff and social events, including catering, venue, bookings, and logistics. Provide backup coverage for other office functions as needed. Maintain strict confidentiality of all company, financial, and vendor information. Qualifications Previous accounts payable, bookkeeping, or accounting administration experience. Strong attention to detail and a high level of accuracy. Proficiency with accounting software and Microsoft Office, especially Excel. Excellent organizational and time-management skills, with the ability to meet deadlines. Professional communication skills and a discreet, trustworthy approach to confidential information. Experience in construction, trades, or a related industry is an asset but not required. What We Offer Competitive wage of $28.00 per hour. Full-time, permanent, stable employment with an established Vancouver Island company. A supportive, professional, team-oriented office environment. Opportunity to work directly with ownership and grow with the company.

What you’ll do

The role involves managing day-to-day accounts payable functions, including invoice processing, payment runs, and vendor file maintenance. Additionally, the coordinator will oversee insurance and bonding administration while providing general office support and event coordination.

Requirements

Candidates must have previous experience in accounts payable, bookkeeping, or accounting administration. Strong proficiency in Microsoft Office, particularly Excel, and excellent organizational skills are required for this position.

Benefits

• Stable employment • Supportive work environment • Professional office environment

Listed skills

• Time management · Preferred
• Attention to detail · Preferred
• Microsoft Excel · Preferred
• Microsoft Office · Preferred
• Data entry · Preferred
• Communication Skills · Preferred
• Bookkeeping · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Accounts payable
• Bookkeeping
• Accounting administration
• Microsoft Office
• Excel
• Organizational skills
• Time management
• Communication skills
• Attention to detail
• Data entry
• Vendor management
• Insurance administration
• Bonding administration
• Confidentiality
• Office coordination
• Invoice Matching
• Office Supply Management
• Organizational Skills
• Ability To Meet Deadlines
• Rebar
• Accounts Payable
• Accounting
• Accounting Software
• Internal Controls
• Management
• Electronic Funds Transfer
• Finance
• Inventory Management
• Invoicing
• Subcontracting
• Time Management
• Team Oriented
• Coordinating
• Trustworthiness
• Detail Oriented

Job areas

• Finance & Accounting
• Administrative
• Construction
• Accounts Payable Administrator
• Accounts Payable / Receivable Clerk
• Accounting Associate Professionals
• Bookkeeping, Accounting, and Auditing Clerks