AP Specialist

Vaco; Oakville (WA); On-site; USD 42,000 - 46,000; Full time

Job summary

Vaco Recruiter Services is seeking an Accounts Payable Generalist to support the accounting and operations teams in ensuring accurate and timely processing of financial transactions. The role involves coding invoices, matching against POs, and maintaining vendor records, with accountability for AP aging and month-end close.

You should have 2+ years of full-cycle AP experience and strong Excel skills. The position is based in the Greater Toronto Area, with Canada work eligibility required.

Qualifications

• 2+ years of full cycle AP experience.
• Experience with an AP automation software is a very strong asset.
• Intermediate Excel (VLOOKUP, pivot tables).

Responsibilities

• Provide day-to-day support to Accounting and Operations to ensure timely approvals, recording, and processing of financial transactions.
• Process, review, and code supplier invoices to GL accounts, departments, and cost centres.
• Enter approved supplier invoices and employee requisitions into the accounting system accurately.
• Verify invoices against PO, receiving documents, contracts, and other supporting docs.
• Obtain approvals per purchasing and payment policies.
• Review invoices for accuracy, completeness, coding, and supporting docs prior to payment.
• Prepare and process payments to suppliers, contractors, employees, and government agencies.
• Maintain vendor records and update banking information, statements, and required docs.
• Monitor AP aging and follow up on outstanding invoices.
• Respond to vendor/internal inquiries and resolve discrepancies.
• Collaborate with Assistant Controller on GL accuracy and month-end close.
• Record corporate credit card transactions and assist with reconciliations.
• Support month-end/year-end close activities and AP reporting.
• Assist with audit documentation and schedules.
• Ensure compliance with policies, standards, and regulations; assist with reporting.
• Support special projects and process improvements for CFO.

Skills

Accounts Payable

Excel (VLOOKUP, Pivot)

Tools

AP automation software

Job description

About the Opportunity

• Provide day-to-day support to the Accounting and Operations teams to ensure financial transactions are properly approved, recorded, and processed in a timely manner.
• Process, review, and accurately code supplier invoices, ensuring expenses are allocated to the appropriate general ledger accounts, departments, and cost centres.
• Enter approved supplier invoices and employee requisitions into the accounting system accurately and efficiently.
• Verify invoices against purchase orders, receiving documentation, contracts, and other supporting documentation, where applicable.
• Obtain and verify appropriate approvals in accordance with established purchasing and payment policies and procedures.
• Review invoices for accuracy, completeness, appropriate coding, and proper supporting documentation prior to payment.
• Prepare and process payments to suppliers, contractors, employees, and government agencies through electronic payments, cheques, and other approved payment methods.
• Maintain accurate vendor records, including setting up new suppliers and contractors, updating banking information, verifying supplier statements, and maintaining required documentation.
• Monitor the Accounts Payable aging and follow up on outstanding invoices and items requiring resolution.
• Respond to vendor and internal inquiries related to Accounts Payable and investigate and resolve invoice discrepancies in a timely manner.
• Work closely with the Assistant Controller to review invoice coding and ensure the accuracy and integrity of general ledger transactions.
• Record corporate credit card transactions and assist with monthly credit card reconciliations.
• Support the Accounting team with timely month-end and year-end close activities, including accruals, account reconciliations, and Accounts Payable reporting.
• Assist with the preparation of documentation and schedules required for the annual audit.
• Ensure Accounts Payable activities comply with applicable company policies, accounting standards, and government regulations, and assist with required reporting.
• Support the Accounting team with special projects, financial analysis, process improvements, and other duties as assigned by the CFO.

About You

• 2+ years of full cycle ap experience + (experience with an AP automation software is a very strong asset.)
• Intermediate excel (vlookups, pivot tables)

Pay Range

$60,000 - $65,000 per year

This position for employment is for a current vacancy with Vaco/Highspring’s client. You must currently reside within the Greater Toronto Area and be permitted to work in Canada to be considered for this opportunity. A recruiter will be in touch with you if your profile meets our client’s requirements for this role.