Accounts Payable Specialist

Reporting to the Director of Finance, the Accounts Payable (AP) Specialist is responsible for the accurate and timely processing of payments and payroll across Mistral Group, ensuring compliance with internal policies, legislative requirements and financial controls. The AP Specialist supports full-cycle accounts payable, payroll processing and employee expense reimbursements. This role also supports project accounting by ensuring vendor invoices and employee costs are correctly coded to the appropriate projects and cost centers.

**Duties and Responsibilities**:
**I**nvoice and Payment Management**
- Review, verify and process vendor invoices against purchase orders and contracts.
- Ensure proper coding of invoices to specific construction projects and cost categories.
- Schedule and prepare payments via cheque, EFT (electronic funds transfer), etc.
- Reconcile vendor statements and resolve discrepancies in a timely manner.
- Ensure timely payment of vendor invoices and employee reimbursements; monitor accounts to ensure payments are current.
- Address and document all AP discrepancies and follow up with internal stakeholders and vendors to resolve issues
- Conduct root cause analysis for issues and propose corrective/preventative actions
- Utilize accounting software and ERP systems to manage AP workflows.
- Identify opportunities for process improvements and automation.
- Participate in system upgrades and testing, as required

**Payroll**
- Process bi-weekly payroll for all divisions ensuring accuracy and compliance with provincial and federal regulations.
- Maintain payroll records and ensure confidentiality of employee data.
- Assist with preparation of payroll reports and year-end documents (T4s, ROEs, etc.).
- Review and process employee monthly reimbursements ensuring adherence to company policy and accurate coding for reimbursement and cost tracking.
- Support the development and communication of payroll and expense policies and procedures.

**Project Accounting**
- Collaborate with Project Managers to ensure proper coding of project-related invoices and expenses.
- Support the tracking and reporting of project costs and budgets by providing timely and accurate data entry.
- Contribute to continuous improvement of financial processes and internal controls.
- Participate in cross-functional initiatives and special projects as assigned.
- Maintain vendor records and ensure all data is up to date (e.g. banking information, tax forms, etc.).
- Serve as primary point of contact for vendor inquiries related to payments.
- Communicate with vendors to address any payment-related issues or discrepancies.
- Reconcile vendor statements and resolve outstanding balances.
- Build and maintain strong relationships with suppliers and subcontractors.

**Reporting and Reconciliation**
- Assist in month-end and year-end close processes.
- Reconcile AP accounts and prepare reports for management.
- Monitor and report key metrics (e.g. days payable outstanding, cash flow impact, etc.).
- Review and process employee expense reports in compliance with Mistral Group policies.
- Communicate with employees to resolve expense-related issues.
- Reconcile corporate credit card expenses.
- Ensure compliance with Mistral Group policies, internal controls, accounting policies, and financial regulations.
- Maintain organized and complete documentation for audits and financial reviews.
- Support lien waiver collection and subcontractor compliance tracking.

**Other**
- Works in a safe manner and ensures department operations are carried out in a safe manner in accordance with the Occupational Health and Safety Act, associated regulations, Mistral Group of Companies’ policies, procedures, and other associated legislation.
- Other related duties, as assigned.

**Education**
- Degree or diploma in Accounting, Finance, Business Administration or a related field.

**Experience**
- Minimum three (3) years in an accounting position with a focus on accounts payable and payroll.
- Experience working with ERP systems (SAP, Oracle, NetSuite or QuickBooks) and expense software programs (Expensify, Concur).
- Some experience in project accounting is preferred.

**Knowledge, Skills and Abilities**
- Working knowledge of accounting principles.
- Understanding of payroll legislative and best practices.
- Excellent attention to detail and organizational skills.
- Strong communication, both written and verbal, and problem-solving skills.
- Demonstrated organization skills with the ability to manage multiple projects and/or tasks, often with competing deadlines.
- Ability to work effectively both independently and within a team-based environment.
- Strong proficiency in accounting software and Microsoft Office Suite (Teams, Word, Outlook, Excel, etc.).

A combination of education, training and experience may be considered.