AR / AP Assistant

MAXX NORTH AMERICA SERVICES LTD; Edmonton; On-site; CAD 38,000 - 52,000; Full time

Job summary

MAXX North America Services Ltd is seeking an Accounts Receivable and Accounts Payable Assistant for a full-time permanent office position in Sherwood Park, AB. The role covers AP and AR tasks, invoicing, and monthly financial processes within the Finance Department.

You will handle invoice data entry, vendor reconciliations, client invoicing, and payment applications in Sage and Aimsio, while supporting the corporate controller and ensuring internal controls and tax compliance.

Responsibilities

• Data entry of vendor invoices with high accuracy and understanding of financial impact.
• Reconciling vendor statements to accounting records.
• Code credit card transactions by working with project managers.
• Maintain confidentiality of financial information through internal controls.
• Answer phones and emails professionally and address or escalate inquiries.
• Assist Corporate Controller with administrative tasks.
• Create and Submit Sales Invoices to Customers.
• Review LEMs for accuracy, completeness, customer approvals before invoicing.
• Upload LEMs in invoicing portals and monitor approvals.
• Review customer POs prior to invoicing to follow PO terms.
• Apply customer payments in Sage to invoices and update status in Aimsio.
• Investigate and resolve payment discrepancies with customers.
• Update monthly cashflow with expected payments and follow up on delays.

Tools

Sage

Aimsio

Job description

Overview

Accounts Receivable and Accounts Payable Assistant

This is a Full Time Permanent in Office Position, located in Sherwood Park, AB

MAXX North America Services has grown to become a trusted partner in the pipeline and energy sectors. With over 100 years of collective experience across our team, we have continually expanded our capabilities to meet the evolving needs of the oil, gas, and energy sectors.

Responsibilities

Accounts Payable (AP)

• Perform data entry of vendor invoice information with high level accuracy having complete understanding of where and how it affects the financials
• Reconciling vendor statements to accounting records
• Code credit card transactions by working with project managers
• Maintain confidentiality of financial information through tight adherence to internal controls
• Answer phones / emails in a professional manner and address or escalate inquiries
• Assist Corporate controller with administrative tasks

Accounts Receivable (AR)

• Create and Submit Sales Invoices to Customers
• Review projects LEMs (Labor, Equipment, Materials) for accuracy, completeness, customer approvals before creating an invoice
• Uploading LEMs in Customer Invoicing Portals, Monitor LEMs for approvals, resolving any discrepancies internally or externally
• Review all customer POs prior to invoicing approved LEMs to ensure invoices are following the respective PO terms
• Apply all customer payments in Sage to respective invoices, and update invoice status in Aimsio
• Investigate, follow-up and resolve any payment discrepancies with the customer and take corrective actions

Additional duties within the Finance Department

Invoicing

• Review projects, LEMs (Labour, Equipment, Materials) for accuracy, completeness, has customer approvals and ensure invoice submission is accurate and in compliance with customers reporting procedures
• Submission of all required documentation for submitted LEMS based on individual customer requirements
• Update required customer price book forms with current LEM billings, ensuring rates are accurate, compliant, and reconciled
• Uploading LEMs in Customer Invoicing Portals, Monitor LEMS for approvals, resolving any discrepancies internally or externally
• Review all customer POs prior to invoicing approved LEMS to ensure invoices are following the respective PO terms
• Submit invoices that require D-4 waivers and obtaining vendor signature and commissioner of oaths signature and stamp
• Ensure invoice in SAGE and Aimsio reflect one another
• Ensure proper provincial and federal tax compliance
• Ensure review and approval for all expenses by project manager prior to customer submission

Payment Application

• Apply all customer payments in Sage and update invoice status in Aimsio to Paid
• Investigate / resolve any payment discrepancies with the customer and take corrective actions (escalate or adjust invoice when required after reviewing with concerned project manager)
• Update and maintain accurate expected payments in the monthly cashflow worksheet
• Follow up communication with customer for any delays in payment

Customer Payment Follow Up

• Follow up on customer portals to ensure all invoices submitted are being approved in a timely manner for payment
• Resolve any billing discrepancies flagged by customer

Month End

• Assist in project review to ensure accurate monthly revenue
• Job profitability review
• And other related tasks assigned from time to time
• Take an active role in personal and role-specific development
• Provide input and feedback on personal performance assessments
• Contribute to the morale and spirit of the team
• Share wins and successes as a team
• Promote open dialogue and team cohesiveness

Finance

• Manage and distribute financial information as required and maintain records
• Understand compliance issues around accounts receivable processes
• Understand and follow the purchasing and expense guidelines
• PO Approval limit for purchases=0$

Additional Duties

• Additional duties as required within the Finance Department or as directed by your direct supervisor