Accounts Payable: Administrative Support Specialist

5 days ago

Ottawa, Canada Ottawa General Contractors Full time

Key Responsibilities Accounts Payable - AdminSupport - Accurately enter and process vendor invoices in a timely manner, ensuring adherence to company policies. - Review, track, and follow up on invoice approvals, including coordination with Project Managers (PMs). - Reconcile vendor statements and company credit card (Visa) accounts daily. - Make timely credit card and vendor payments (including Purchase Requests and office-related expenses). - Maintain vendor profiles and records, ensuring accuracy and compliance. - Follow up weekly with PMs on outstanding or unprocessed invoices. - Manage Friday payables: confirm printed cheques, match invoices, record cheque numbers, and coordinate signature collection. - File accounts receivable (AR) cheques and accounts payable (AP) documents appropriately Administrative and Office Management professional responses. - Maintain and update HR files, including new hire paperwork, sick/vacation day tracking, and biweekly payroll reports. - Assist with benefits administration - Provide back-up support for operations and assist team members as needed. Vendor & Stakeholder Communication - Serve as the main liaison for vendor inquiries, complaints, and discrepancy resolution (e.g., missing PO numbers, budget, invoice extras). - Foster and maintain strong relationships with vendors and internal departments Must-Haves - Intermediate to advanced Excel skills - Exceptional attention to detail and accuracy in data entry - Strong organizational and time-management skills - Ability to prioritize tasks and handle multiple responsibilities efficiently - Proficiency with Microsoft Office Suite and Google workplace - Ability to work independently and as part of a collaborative team **Job Types**: Full-time, Permanent Pay: $17.00-$25.00 per hour Additional pay: - Overtime pay **Benefits**: - Dental care - Paid time off Flexible language requirement: - French not required Schedule: - Monday to Friday Ability to commute/relocate: - Ottawa, ON K2G 1E6: reliably commute or plan to relocate before starting work (required) **Education**: - Bachelor's Degree (required) **Experience**: - Front desk: 1 year (preferred) - Administrative experience: 1 year (required) Work Location: In person

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