Office & Accounts Payable Administrator

Novara Human Capital Solutions; Calgary; On-site; CAD 42,000 - 60,000; Full time

Job summary

Novara Human Capital Solutions in Calgary is seeking an Office & Accounts Payable Administrator to support daily office operations and the timely processing of vendor invoices. You will manage the main inbox, phone line, mail, and coordination with vendors.

This role requires strong attention to detail, solid Microsoft Office skills, and familiarity with Qbyte and OpenInvoice. You will assist with onboarding, offboarding, reporting, and maintaining accurate accounts payable records.

Qualifications

• High school diploma or equivalent required.
• Certificate or diploma in Business Administration, Accounting, Office Administration, Bookkeeping, or a related field is considered an asset.

Responsibilities

• Manage the main office inbox, phone line, incoming/outgoing mail, and postage.
• Maintain office supply inventory, including coffee, water, and other workplace essentials.
• Coordinate office vendors and services, including janitorial, shredding, outsourced IT, and landlord maintenance.
• Maintain and improve the office environment, including furniture, equipment, and workspace enhancements.
• Coordinate office and IT setup for new hires and offboarding for departing employees.
• Coordinate meeting rooms, catering, and refreshments for internal and customer meetings.
• Plan and support employee events, company functions, customer events, and seasonal gift distribution.
• Maintain employee holiday and vacation tracking.
• Serve as the liaison with outsourced HR and payroll providers and respond to employee inquiries regarding company policies and benefits.
• Conduct employee surveys to support workplace engagement and continuous office improvements.
• Coordinate courier and shipping arrangements.
• Help maintain an organized and professional office presentation on an ongoing basis.
• Maintain building security access cards and parking passes.
• Support general records filing and archiving.
• Process general and administrative (G&A) vendor invoices accurately and promptly.
• Monitor and manage Accounts Payable Outlook inboxes, responding promptly to vendor inquiries, payment requests, invoices, and internal correspondence.
• Reconcile vendor statements and investigate payment discrepancies.
• Assist with employee expense report processing.
• Assist with vendor setup and maintenance by verifying banking and setup details.
• Support EFT payment run preparation, including reviewing invoices against due date and flagging discrepancies.
• Assist with month-end aging pulls and basic reporting support.
• Support suppliers with onboarding and ongoing use of the OpenInvoice platform, including invoice submission and account management.
• Assist suppliers with Electronic Funds Transfer (EFT) enrollment, ensuring banking information is complete, accurate, and compliant with company requirements.
• Prepare routine reports using OpenInvoice, Microsoft Excel, and Qbyte.
• Perform additional accounting and administrative duties as assigned.

Skills

Data entry

Attention to detail

Organizational skills

Communication skills

Confidentiality

Teamwork

Education

High school diploma

Certificate or diploma in Business Administration, Accounting, Office Administration, Bookkeeping

Tools

Qbyte

OpenInvoice

Microsoft Office

Job description

Job Description: Office & Accounts Payable Administrator

Position Summary

The Office & Accounts Payable Administrator is responsible for supporting day-to-day office operations and assisting with the timely and accurate processing of accounts payable transactions. This role is ideal for an organized, detail-oriented individual who enjoys working in a collaborative environment and providing excellent service to both internal teams and external parties.

Key Responsibilities

Office Administration

• Manage the main office inbox, phone line, incoming/outgoing mail, and postage.
• Maintain office supply inventory, including coffee, water, and other workplace essentials.
• Coordinate office vendors and services, including janitorial, shredding, outsourced IT, and landlord maintenance.
• Maintain and improve the office environment, including furniture, equipment, and workspace enhancements.
• Coordinate office and IT setup for new hires and offboarding for departing employees.
• Coordinate meeting rooms, catering, and refreshments for internal and customer meetings.
• Plan and support employee events, company functions, customer events, and seasonal gift distribution.
• Maintain employee holiday and vacation tracking.
• Serve as the liaison with outsourced HR and payroll providers and respond to employee inquiries regarding company policies and benefits.
• Conduct employee surveys to support workplace engagement and continuous office improvements.
• Coordinate courier and shipping arrangements.
• Help maintain an organized and professional office presentation on an ongoing basis.
• Maintain building security access cards and parking passes.
• Support general records filing and archiving.

Accounts Payable

• Process general and administrative (G&A) vendor invoices accurately and promptly.
• Monitor and manage Accounts Payable Outlook inboxes, responding promptly to vendor inquiries, payment requests, invoices, and internal correspondence.
• Reconcile vendor statements and investigate payment discrepancies.
• Assist with employee expense report processing.
• Assist with vendor setup and maintenance by verifying banking and setup details.
• Support EFT payment run preparation, including reviewing invoices against due date and flagging discrepancies.
• Assist with month -end aging pulls and basic reporting support.
• Support suppliers with onboarding and ongoing use of the OpenInvoice platform, including invoice submission and account management.
• Assist suppliers with Electronic Funds Transfer (EFT) enrollment, ensuring banking information is complete, accurate, and compliant with company requirements.
• Prepare routine reports using OpenInvoice, Microsoft Excel, and Qbyte.
• Perform additional accounting and administrative duties as assigned.

Qualifications

Education

• High school diploma or equivalent required.
• Certificate or diploma in Business Administration, Accounting, Office Administration, Bookkeeping, or a related field is considered an asset.

Technical Skills

• Proficiency with Microsoft Office, particularly Excel, Word, and Outlook.
• Strong computer and data entry skills.
• Familiarity with accounting software such as Qbyte and OpenInvoice is an asset..
• Basic understanding of electronic document management.

Accounting Knowledge

• Basic understanding of accounts payable processes, invoices, and payments.
• Familiarity with fundamental bookkeeping principles.
• Strong numerical accuracy and basic mathematical skills.

Skills & Competencies

• Exceptional attention to detail and accuracy.
• Strong organizational, planning, and time management skills.
• Reliable, dependable, and able to manage multiple priorities.
• Excellent written and verbal communication skills.
• Ability to maintain confidentiality and handle sensitive information.
• Customer service-oriented with strong interpersonal skills when working with vendors and colleagues.
• Positive attitude with a willingness to learn and take direction.
• Ability to work independently while contributing effectively as part of a team.

Experience

• Experience in an administrative, office support, customer service, or retail environment.
• Experience processing transactions, maintaining records, or supporting accounting functions is considered an asset.
• Previous exposure to accounts payable or office administration is beneficial.