Accounts Payable Associate

Our client is a property development company specializing in bringing affordable housing to communities throughout Ontario. This role plays a critical role in supporting the finance and development teams by ensuring timely, accurate, and well-organized processing of all accounts payable activities. This role requires strong attention to detail, excellent organizational skills, and the ability to work efficiently in a fast-paced, deadline-driven environment.

Key Responsibilities:

• Receive, review, and process all incoming invoices, ensuring accuracy, completeness.
• Manage the Accounts Payable email inbox, responding promptly and professionally to vendor inquiries related to invoices, payment status, and documentation.
• Coordinate with construction and development leads to verify invoice details, resolve discrepancies, and obtain required approvals.
• Act as a primary point of contact for vendors on accounts payable matters, maintaining strong working relationships and resolving issues in a timely and professional manner.
• Maintain a highly organized shared accounting drive, ensuring all invoices and supporting documentation are electronically filed by vendor and easily retrievable for audits, reporting, or internal review.
• Code all invoices using the company's QuickBooks coding structure to ensure accurate allocation, streamlined booking, and reliable financial reporting.
• Coordinate with company president and accounting team to schedule bi-monthly cheque runs.
• Support the bi-monthly cheque run process by ensuring all invoices are properly approved, coded, and ready for payment.
• Review Cheque Run reports for accuracy and completeness, flagging and communicating any errors, inconsistencies, or missing information to the accounting team in a timely manner.
• Process credit card payments for approved vendors who accept credit card, ensuring transactions are completed ahead of established due dates.
• Maintain a credit card payment tracker to support reconciliation, reporting, and month-end close processes.
• Maintain and update vendor-specific payment and completion trackers, including allocating costs based on materials received, construction progress, and project schedules.
• Perform quantitative checks to ensure billed quantities align with construction schedules, delivery records, and approved project assumptions.
• Assist with month-end closing activities by ensuring all invoices, credit card payments, and supporting schedules are recorded accurately and on time.
• Maintain confidentiality and handle sensitive financial information with discretion and integrity.
• Identify opportunities to improve AP processes, tracking tools, and documentation to support efficiency and scalability as the company grows.
• Perform other accounting-related administrative tasks and special projects as assigned.

Qualifications:

• 2+ years of experience in an Accounts Payable, accounting, or finance support role.
• Strong understanding of invoice processing, coding, and payment workflows.
• Experience using QuickBooks or similar accounting software is required.
• High level of accuracy and attention to detail, with the ability to manage multiple deadlines simultaneously.
• Strong organizational skills, particularly in maintaining electronic filing systems and shared drives.
• Clear and professional written and verbal communication skills, especially when corresponding with vendors and internal teams.
• Proficiency with Microsoft Office, particularly Excel and Outlook; experience with Adobe
• Acrobat is an asset.

TDS Personnel is an equal opportunity employer committed to fostering an inclusive and accessible workplace in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA). Accommodations are available upon request for candidates participating in all stages of the recruitment and selection process.