This is an on-site role, employee is required to go to the office.

This position exists to ensure that the liabilities and expenses (other than claims related) of the company and its subsidiaries are correctly reflected in the accounting system and paid in a timely fashion. The Accounts Payable Administrator is responsible for obtaining appropriate approvals before payment is made. He ensures that invoices are entered in accordance with the company’s policies and procedures, and processes payment by check, electronic funds transfer and wire transfer. 

Expected Outcomes and Actions - Weighting

1. OBTAIN APPROVALS AND RECORD INVOICES      (40%)

• Ensures the accuracy of invoices received and matches with supporting documentation;
• Requests approval from the appropriate level of authority in accordance with the company’s policies;
• Reviews coding and input of batches in the accounting system prior to posting to sub-ledger and to the general ledger;
• Verifies statement of accounts from suppliers;
• Acts as administrator for the corporate credit card program;
• Acts as administrator for the expense capture and reporting system

1. PROCESS PAYMENTS     (35%)

• Prints cheques, matches them with all supporting documentation and sends to signing Officer;
• Prepares documents for mailing and filing;
• Prepares and processes wire payments to internal and external suppliers; sends confirmations when completed;
• Prepares and processes electronic payments to internal and external suppliers; sends confirmations when completed;
• Manages payment terms in accordance with vendor expectation and corporate guidelines.

1. RESPOND TO INQUIRIES          (25%)

• Communicates with external and internal clients to follow up on problem cases and/or client questions;
• Produces and reconciles reports for different internal and external users.

Major Challenges

• Systems limitations and changes to a new technology platform. These changes inevitably require adjusting processes during and after the transitional phases. As the financial transactions are at the tail-end of the cycle, most problems culminate at this stage
• Uncover and understand the business needs and challenges of our clients and balance these needs against the best interest of the company
• Prioritize work and manage multiple tasks and clients
• Work autonomously

Major Job Accountabilities

• Accuracy of recorded transactions
• Follow up of outstanding or overdue issues
• Management of approval process

Success Measures

• Integrity of the information (accuracy)
• Management of payments (appropriate approvals, timeliness)
• Usefulness of the information provided (Clarity and ease of use)
• Client satisfaction (Internal as well as external)
• Collaboration skills

Profile KSAO (Knowledge, Skills, Abilities and Other Characteristics Required of the Position)

1. Knowledge of:

• Database and systems knowledge (i.e. accounting software, AP Web base platform)

2. Skills and abilities:

• Detail oriented
• Working knowledge of MS Office (Excel, Word, PowerPoint, Outlook) and Internet
• Excellent verbal and written communication skills in English and Spanish.

3. Qualifications:

• Degree in Administration or a related field
• 3-5 years of relevant experience