Ap/ar Specialist

Title**:AP/AR Specialist & Order Desk**

Department: Finance & Operations

Reports To: Accounting Supervisor & Operations Manager

Type: Full-Time Contract (maternity leave 12 months)
- **Role Description**_
- **What You’ll Be Doing**:_
- **Accounts Receivable/Accounts Payable Specialist**_
- Process and manage accounts payable and accounts receivable in an accurate and efficient manner, and according to set SOPs
- Sort, review, code and match AP invoices, and enter invoices into accounting system
- Process employee expense reports for reimbursement and payment
- Prepare and perform bi-weekly payment runs by EFT and cheques
- Research and resolve invoice discrepancies and issues, correspond with vendors and respond to inquiries
- Generate AR invoices with correct miscellaneous charges if applied
- Follow up and collect payment on overdue accounts
- Review and monitor payables/receivables aging
- Setup new vendors and new customers, maintain vendor and customer files and accurate historical records, both electronic and physical
- Assist with month end and year end closings
- Respond to requests for information internally and externally in a timely manner
- Perform other related duties to meet the ongoing needs of the organization
- **Order Desk**:_
- First line of communication with customers. receives, evaluates, and processes all orders from customers/clients in a professional, accurate, and timely manner under the FIFO method.
- Resolves problems/challenges with clients regarding shipments. Whenever needed, escalates issues to the Operation Manager.
- Arranges and coordinates all logistics for shipments from warehouses to customers.
- Monitors inventory levels in relation to contracted quantities and product expiry.
- Ensures orders are shipped in good order and according to P.O. based on signed BOL with all necessary documentation.
- Monitors warehouse inventory levels based on contracts and alerts Operation Manager of any discrepancies.
- Ensures proper documentation is produced for all sales transactions. ie. Picking Slips, COAs, Release Instructions to Carriers & Warehouses, BOLs, PODs
- Follows company complaint and claim policy after receiving customer-initiated complaint/claim.
- **What you need**:_
- 1-3 years of experience in accounts payable/receivable or general accounting.
- Post-secondary education in accounting or business.
- Knowledge of full cycle accounts payable/receivable and general accounting procedures.
- Proficient in Microsoft Word, Outlook, and Excel, with strong data entry and management skills.
- Experienced with ERP systems (preferably SAGE 300 or ACCPAC), including data entry and report generation.
- Strong organizational skills with a keen attention to detail, accuracy, and effective time management.
- Well-developed interpersonal and communication skills, with the ability to build rapport with customers, carriers, warehouses, and other external providers.
- Customer service oriented, with a problem-solving mindset and the ability to work at a fast pace.
- Demonstrates high professional standards, integrity, and ethical behavior.
- Ability to prioritize tasks, manage time effectively, and handle both internal and external urgencies.
- Exhibits emotional intelligence, patience, and great listening skills.
- Efficient in processing and managing customer orders, including order entry, tracking, and resolution of issues.
- **What You’re All About**:_
- Culture fit is key, so we hope this job description appeals to you. If it doesn’t, that’s probably a red flag. Maybe this isn’t for you.
- Multi-tasker - flexible and able to prioritize.
- Friendly, outgoing, enjoys a casual work environment & fits in with a small team.

**Job Types**: Full-time, Fixed term contract
Contract length: 12 months

Pay: $45,000.00-$52,000.00 per year

**Benefits**:

- On-site parking

Flexible language requirement:

- French not required

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Richmond Hill, ON: reliably commute or plan to relocate before starting work (required)

Work Location: In person

Application deadline: 2024-09-13
Expected start date: 2024-10-07