Client Service Representative - Procurement and Accounts Payable

Ontario University Athletics; Guelph; On-site; CAD 60,000 - 80,000; Full time

Job summary

An established institution is seeking a detail-oriented Client Service Representative for Procurement and Accounts Payable. This pivotal role requires meticulous handling of purchasing and accounts payable activities within the Laboratory Services Division. The ideal candidate will thrive in a fast-paced environment, ensuring compliance with university purchasing policies while providing exceptional client service. Candidates with laboratory experience and a background in purchasing scientific equipment will find this opportunity particularly appealing. Join a team dedicated to fostering an inclusive culture and making a meaningful impact in the academic community.

Qualifications

• Completion of a two-year community college program in Business or Accounting.
• Proficiency in handling confidential financial client information.

Responsibilities

• Ensure accurate paperwork for each purchase and follow up on purchases.
• Administer petty cash funds and compile special reports as required.

Skills

Customer Service Skills

Attention to Detail

Communication Skills

Confidential Financial Handling

Ability to Work Under Pressure

Education

Two-Year Community College Program in Business or Accounting

Tools

ORACLE

ACCESS

Excel

Word

Outlook

Office 365

Financial Reporting Systems (FRS)

Job description

Client Service Representative - Procurement and Accounts Payable

Location: Guelph, CA, N1G 2W1

Primary Category Page: Staff and Management

Division: Laboratory Services Division

Requisition ID: 983

Department: LSD Business Support
Position covered by the Collective Agreement with USW Local 4120

General Purpose

Laboratory Services is seeking a highly organized, client-service-oriented individual with a focus on detail and a continuous improvement mindset to fill the position of Client Service Representative – Procurement and Accounts Payable.

This position operates within the framework of University of Guelph purchasing policies and guidelines and is responsible for all purchasing and accounts payable activities for the division. The organization is an essential service, meaning it continues to operate during holidays and extreme weather conditions. As such, the position requires reporting to the office five days a week with no option for remote work. We prefer candidates with experience in a lab setting and a background in purchasing scientific equipment and services.

Duties and Responsibilities

• Ensuring accurate paperwork is completed for each purchase.
• Obtaining quotations for service contracts and acting as the main liaison between scientists, veterinarians, and vendors.
• Following up on purchases.
• Producing and expediting purchasing documents (RFPs, system orders, etc.) within required timeframes.
• Coding invoices and monitoring payables within the University Financial Reporting System (FRS) on a monthly basis.
• Where required, completing journal entries to correct coding errors.
• Administering and maintaining petty cash funds, ensuring petty cash audits are passed, and documenting exceptions for audit purposes.
• Compiling special reports, spreadsheets, and databases as required by the Financial Office and/or Managers.
• Performing other duties as assigned.

Requirements

• Completion of a two-year community college program in Business or Accounting, plus a minimum of one year of related experience, or an equivalent combination of education and experience.
• Proficiency in handling confidential financial client information in accordance with accounting and purchasing practices and privacy regulations.
• Strong working knowledge of ORACLE, ACCESS, Windows, Excel, Word, Outlook, Office 365, and financial reporting systems (such as FRS).
• Ability to work efficiently in a high-volume, high-pressure environment, meeting strict deadlines with significant initiative and priority setting.
• Excellent customer service skills, effective communication (both oral and written) with internal/external clients and vendors, and acute attention to detail.
• Experience in a laboratory setting and/or with purchasing scientific equipment and services.
• Familiarity with purchasing policies and procedures in a university environment is considered an asset.
• Experience with inventory management systems is considered an asset.

Employee Type: Regular
Position Number: 10484020
Classification: USW, Local 4120 Salary: Band 4
USW Local 4120 Wage Grid

At the University of Guelph, fostering a culture of inclusion is an institutional imperative. The University invites and encourages applications from all qualified individuals, including from groups that are traditionally underrepresented in employment, who may contribute to further diversification of our Institution.

Posting Date: 12/20/2024
Closing Date: 12/27/2024