Accounts Receivable/Accounts Payable Administrator

Atwell Talent; Calgary; On-site; CAD 50,000 - 61,000; Full time

Job summary

Atwell Talent is assisting a Calgary-based mechanical contracting client in finding an experienced Accounts Receivable/Accounts Payable Administrator. The role supports invoicing, progress draws, and holdbacks for multiple projects, ensuring timely billing and accurate records.

You will manage supplier invoices, vendor communications, and reconciliations with a focus on precision and reliability. The position requires 5+ years in AR/AP within a project-based environment, proficiency with

Qualifications

• 5+ years experience in AR/AP or accounting administration.
• Experience in construction/project-based settings is a plus.
• Experience with progress billing, draws, and holdbacks preferred.
• Experience with supplier invoices and PO matching.
• Strong AR/AP knowledge and accurate financial records.
• Proficiency with QuickBooks or Sage.

Responsibilities

• Prepare and issue customer invoices based on project requirements.
• Support progress billing and draw preparation.
• Track outstanding receivables and maintain AR records.
• Follow up on overdue accounts and payments.
• Communicate with builders and clients to resolve billing discrepancies.
• Process supplier invoices and match against POs and supporting docs.
• Maintain vendor records and support monthly reconciliations and reporting.

Skills

Accounts Receivable

Accounts Payable

Attention to detail

Organizational skills

Time management

Professionalism

Tools

QuickBooks

Sage

Excel

Job description

Accounts Receivable/Accounts Payable Administrator

55K

About Atwell Talent

Atwell Talent is a National Recruitment Agency that specializes in connecting top talent with exceptional companies across Canada. We focus on permanent recruitment offering full-cycle support from the first hello to the final handshake.

Our mission is simple: to make hiring feel less like a chore and more like a game-changer. With our expertise in recruitment and a knack for finding those hidden gems, we aim to elevate your recruitment experience and help you build teams that thrive. Whether you’re an employer looking to grow your dream team or a candidate ready for the next chapter, we’re here to make it happen.

About our client.

Our client is a well-established mechanical contracting company supporting construction and project-based work in Calgary and the surrounding area.

With multiple projects, suppliers, builders, and field teams operating simultaneously, accuracy and organization behind the scenes are critical to the success of the business.

They are looking for an experienced Accounts Receivable/Accounts Payable Administrator to support the financial and administrative operations of the organization. This is an important role responsible for ensuring customer invoices are issued accurately and on time, supplier invoices are processed correctly, and financial and project documentation is maintained with a high level of accuracy.

This role is ideal for someone who enjoys working in a fast-paced, project-based environment and understands the impact that accurate financial administration has on cash flow, vendor relationships, builders, and field operations.

Position Summary

Accounts Receivable

• Prepare and issue customer invoices based on approved progress draws, service work orders, and project requirements.
• Support progress billing and draw preparation.
• Track outstanding receivables and maintain accurate AR records.
• Proactively follow up on overdue accounts and outstanding payments.
• Communicate with builders and clients to resolve billing discrepancies and questions.
• Track and maintain holdbacks where applicable.
• Ensure invoices are issued accurately and on schedule.

Accounts Payable

• Process and review supplier invoices for accuracy.
• Match supplier invoices against purchase orders, delivery confirmations, and supporting documentation.
• Investigate discrepancies before payments are approved or released.
• Coordinate and schedule vendor payments according to agreed-upon payment terms.
• Maintain accurate vendor records and accounts payable documentation.
• Support positive and professional relationships with suppliers and vendors.
• Maintain accurate and organized AR and AP records.
• Support monthly reconciliations and financial reporting requirements.
• Download and organize builder documentation.
• Create and maintain accurate job files and supporting field documentation.
• Review builder and project information to ensure documents provided to the field are accurate.
• Ensure labour, materials, and project costs are aligned with the appropriate job codes where required.
• Maintain organized documentation and avoid assumption-based approvals.
• Communicate discrepancies or missing information early to prevent errors and delays.

Requirements

• Previous experience (5+ years) in an Accounts Receivable, Accounts Payable, Accounting Administrator, Bookkeeper, or similar role.
• Experience working in construction, mechanical contracting, or another project-based environment is considered a strong asset.
• Experience with progress billing, construction draws, and holdbacks is preferred.
• Experience processing supplier invoices and matching invoices against purchase orders and supporting documentation.
• Strong understanding of accounts receivable processes, including invoice tracking and collections follow-up.
• Experience with financial reconciliation and maintaining accurate financial records.
• Comfortable working with accounting software such as QuickBooks, Sage, or similar platforms.
• Exceptional attention to detail and accuracy.
• Strong organizational and time management skills.
• Comfortable following up persistently and professionally on outstanding payments.
• Ability to investigate discrepancies and resolve issues before they become larger problems.
• High level of professionalism, confidentiality, and accountability.