Accounts Receivable and Accounts Payable

8:30-4:30 // AP 8:30-12:30 AR 1:00-4:30

SUMMARY OF JOB
- To provide an inviting customer service experience when receiving customers in person or on the phone.
- To process and manage payments received and to provide related accounting support.
- To perform accounting and clerical tasks related to the efficient maintenance and processing of accounts payable transactions.

MAIN ACCOUNTABILITIES

Accounts Receivable
- To maintain up-to-date billing system.
- To ensure Project Managers and Estimators are invoicing daily as per policies and procedures.
- To generate and send out invoices.
- To follow up on, collect, and allocate payments.
- To meet with Estimators once a week to discuss production of jobs (with Controller)
- Reallocate any labour expenses for misapplied job costs and ensure payroll accuracy.
- To oversee uploading of invoices to XactAnalysis, DASH and any other software systems deemed necessary.
- To assist Controller with all government agency payments for HST, WSIB, EHT, source deductions, ROE, and T4s. 
- To provide support to Controller and/or Owner for drafting of confidential or sensitive material as required.
- To support the Project Managers and Estimators with job costing, billing, and the status of projects.
- To carry out billing, collection and reporting activities according to specific deadlines.
- To monitor customer account details for non-payments, delayed payments and other irregularities. (Pulling in estimators for assistance as required)
- Ensure stakeholder and Controller are aware of lien rights at 30 days
- To research and resolve payment discrepancies.
- To review AR aging to ensure compliance.
- To oversee internal invoices - follow up when time frame is becoming too long.
- To maintain accounts receivable customer files and records.
- To process credit card payments.
- To investigate and resolve customer queries.
- To process adjustments.
- To oversee and accounting tasks of Holdco as needed from the owner.
- To assist the Controller with other duties as required

Accounts Payable
- To issue Purchase Orders
- To input Purchase Orders into QuickBooks
- Receive AP invoices (Rejecting if they are over PO dollar amount or no PO# on the invoice)
- To code AP invoices from the Purchase Order Log
- To input data such as invoices, statements, and temporary labour time cards.
- To file AP invoices and to oversee the filing system.
- To work with subcontractor files and maintain them. (2-3 a day)
- Oversee paperwork with new trades and vendors (NDA + Subcontractor Agreement)
- To distribute invoices for approval.
- To resolve vendor issues with respect to payment or invoices.
- Run bi-weekly AP run and make notes (passing to Controller after)
- Pull invoices for AP run.
- To file invoices after AP run (matched cheques to invoices and files)
- Call specific vendors to let them know their cheques are ready for pick up
- To complete back charge paperwork
- To handle all B+G Dumping, Cube Van, Storage invoicing after received from Crew Supervisor.
- To process and issue Cheque Requisitions.

REPORTING RELATIONSHIPS (as per the Org Chart)
- AR/AP will report to the Controller
- AR/AP will report to Owner/President when required
- Office Administration Support will report to AR/AP when required

KNOWLEDGE AND SKILLS FOR THIS JOB
- Post-secondary education a must.
- Experience working in an administrative role.
- At least 3 years’ experience in the financial field prefered.
- Proficient in data entry.
- Knowledge of relevant accounting software prefered.
- Excellent communication skills both verbal and written.
- High comfort level working in a diverse environment.
- Experience with Quick Books prefered.

REPORTING OBLIGATIONS
- Send AR/AP report daily by end of day to Owner/President and Office Coordinator
- Send Production report for each Estimator once a week to Owner/President and Office Coordinator
- Report as needed: harassing phone calls, vendors requesting sub-trade paperwork, invoices missing POs

Pay: $21.00-$25.00 per hour

Expected hours: No more than 44 per week

Work Location: In person

Expected start date: 2025-07-14