Accounts Payable Specialist

Job Title: Accounts Payable Specialist

Job Description

The Accounts Payable Specialist plays a crucial role in the finance department, reporting directly to the Accounting Manager. This position is responsible for managing all aspects of weekly forecasting, processing high volume payables, performing 3-way matching of purchase orders to receipts to invoices, preparing disbursements, reconciling supplier accounts, and ensuring timely payments to take advantage of cash discounts, while maintaining positive supplier relationships.

Responsibilities

• Sort, match, code, and enter miscellaneous and inventory vendor invoices for all locations.
• Convert supplier invoices using third-party software to upload to the ERP system.
• Perform 3-way matching of purchase orders, receipts, and invoices for inventory suppliers.
• Deduct processed credit notes by coding, posting, and applying payables.
• Follow up with different branches for any deficient paperwork.
• Print and file various reports.
• Answer telephone inquiries and liaise directly with branches to resolve any issues.
• Monitor invoice due dates.
• Provide AP forecast to the Accounting Manager weekly.
• Open intercompany mailbags and distribute mail every other week to employees from all branches.
• Maintain supplier spreadsheets for coding, cost allocation, and payment type purposes.
• Process cheque runs twice per week, one for EFT and one for manual mass payment for cheque runs.
• Locate proof of deliveries for various co-workers found in the Freight bills paid, as requested.
• File electronically all paid miscellaneous and supplier invoices, maintaining a clean working area in compliance with all occupational health and safety standards.
• Enter various invoices into spreadsheets for proper cost allocation as necessary.
• Match larger volume invoices with summary billings as needed.
• Reconcile supplier statements and clean accounts through Accounts Payable Aging.
• Assist with questions related to accounts maintained, and other AP duties.
• Assist during interim and year-end audit and any other required audits.
• Provide invoice copies for bill back and capitalization or amortization to the accountant.
• Obtain approvals for invoice pricing from appropriate personnel.
• Coordinate with suppliers on payment inquiries, discrepancies, and some claims.
• Work with Merchandising and inventory personnel on invoice pricing and receiving issues.
• Keep track of all blank, serialized purchase orders on a common AP spreadsheet.
• Prepare FedEx waybills and packages for weekly branch mailbags.
• Monitor and order office supplies as needed in the department and main printing area upstairs.
• Perform other duties as required.

Essential Skills

• 1+ years of Accounts Payable experience with full cycle invoice processing, including 3-way matching and reconciling at least 100 invoices per day.
• Proficiency in invoice processing and purchase order management.
• Excellent written and spoken communication skills, with the ability to interact with external customers.
• Basic proficiency with Excel.
• Proficiency with MS Outlook, as the AP inbox is managed here.
• Accounting education background.
• Data entry skills.

Additional Skills & Qualifications

• Experience with EPass Software,.
• Familiarity with any mid-size ERP software.
• Experience in Accounts Payable within the retail sector is advantageous.
• Quick learner, eager to take on new tasks.
• Attention to detail.
• Ability to prioritize key tasks and manage competing priorities.
• Ability to work well within a team and take direction effectively.

Work Environment

The role is part of a team of four AP resources, operating Monday to Friday with three days in the office and two days working from home, totaling a 40-hour workweek. Training will be conducted 100% on-site. The specialist will report to the manager and work closely with other AP specialists and the accounting team, engaging with external stakeholders. The environment is friendly and engaging, with a supportive and pleasant office atmosphere. The location is transit accessible, with parking available on-site, and follows a business casual dress code.

Job Type & Location

This is a Contract to Hire position based out of Vancouver, British Columbia.

Pay and Benefits

The pay range for this position is $ $ /hr.

Workplace Type

This is a hybrid position in Vancouver,BC.

Aston Carter fournit des solutions de talent de classe mondiale à des milliers de clients à travers le monde. Spécialisés dans la comptabilité, la finance, les ressources humaines, l'acquisition de talents, la chaîne d'approvisionnement et certaines professions administratives, nous étendons les capacités des entreprises à la pointe de l'industrie. Nous nous appuyons sur notre profonde expertise en matière de recrutement et sur notre réseau expansif pour répondre aux besoins évolutifs de nos clients et de notre communauté de talents avec agilité et excellence. Avec des bureaux aux États-Unis, au Canada, en Asie-Pacifique et en Europe, Aston Carter est au service d'un grand nombre d'entreprises du Fortune 500. Nous sommes fiers d'avoir remporté le double diamant ClearlyRated Best of Staffing pour notre service aux clients et aux talents.

Aston Carter est un employeur souscrivant au principe de l'égalité des chances et accepte toutes les candidatures sans tenir compte de la race, du sexe, de l'âge, de la couleur, de la religion, des origines nationales, du statut d'ancien combattant, d'un handicap, de l'orientation sexuelle, de l'identité sexuelle, des renseignements génétiques ou de toute autre caractéristique protégée par la loi.

Si vous souhaitez faire une demande d'accommodement raisonnable, tel que la modification ou l'ajustement du processus de demande d'emploi ou d'entrevue à cause d'un handicap, veuillez envoyer un courriel à pour connaître d'autres options d'accommodement.

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing double diamond winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email for other accommodation options.