Accounts Payable/utilities Account Coordinator, Connelly..

2 days ago

Calgary, Canada Diverse Workforce Full time

**Job purpose**
The Accounts Payable / Utilities Account Coordinator is responsible for accurately tracking, processing, and managing incoming invoices to ensure timely payments and proper coordination of all property utility accounts. This position plays a key role in maintaining strong vendor relationships and will work closely with condominium property managers to ensure all accounts are up-to-date and accurate.

**Key responsibilities**
- Review invoices for proper approvals and accuracy of property allocation
- Verify appropriate expense coding and budget availability
- Prevent duplicate invoice entries or payments
- Liaise with vendors to reverse or waive late payment fees when applicable
- Communicate with vendors regarding outstanding balances and payment updates
- Collaborate with property managers to resolve invoice discrepancies or inquiries
- Ensure accurate and timely data entry of invoices into the accounting system, paying close attention to vendor codes, expense categories, invoice details, and posting dates
- Monitor fund availability for payments; notify property managers if shortfalls exist
- Process cheque runs and ensures timely payments to avoid penalties or late fees
- Set up EFT payments and ensure accurate cheque amounts, dates, and postings
- Coordinate cheque distribution with reception staff
- Maintain organized and complete records of invoices and payment documentation
- Update and maintain the vendor master file; ensure new vendors are properly vetted and approved
- Handle stop payment requests and void cheques as per company procedures
- Escalate accounting-related issues to the property accountants as needed
- Calculate and process monthly Connelly chargebacks, ensuring accuracy and compliance with management agreements
- Assist with accounting administrative duties such as filing, document organization, and maintaining vendor records
- Support Connelly staff members with day-to-day clerical tasks as needed

**Utilities Coordination**
- Track and manage all utility invoices across properties
- Set up and maintain Pre-Authorized Debit (PAD) payments for utilities
- Download, log, and organize utility bills
- Ensure new buildings or utility accounts are correctly set up or transferred under Connelly management
- Build and maintain strong working relationships with utility providers
- Manage and update the utility password spreadsheet as needed
- Perform other duties and special projects as assigned

**Qualifications**
- Minimum of 2 years of hands-on experience in Accounts Payable (required), or an equivalent combination of education and relevant experience
- Experience with property management software especially Yardi Voyager will be an asset
- Strong verbal and written communication skills
- Excellent time management and organizational skills
- Proficiency in Microsoft Office (Word, Excel, Outlook)
- Ability to multitask and work in a fast-paced environment
- High level of professionalism and attention to detail

**Working conditions**
- Office-based role located in a comfortable indoor environment
- Work is primarily seated, with opportunities for movement as needed
- Standard business hours: Monday to Friday, 8:30 AM - 4:30 PM

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