Accounting Supervisor

The Accounting Supervisor ("Supervisor") leads the Accounts Receivable (AR) and Accounts Payable (AP) functions and ensures the General Ledger (GL) is complete, accurate, and reconciled. This role supports a timely and well-controlled month-end close,  supports coordination with other departments (Sales, Customer Service, Purchasing, Operations), and safeguards compliance with Company policies and internal controls. The successful candidate is organized, detail-oriented, and deadline-driven, Adhering to established processes and suggesting improvements for review by the Controller and/or VP Finance.

Reporting & Authority

• Reporting: Reports to the Controller/VP Finance. Accountable for day-to-day GL management and the month-end close; Controller/VP Finance retains policy setting, complex GAAP conclusions, and final financial-statement review.
• Interfaces: Supports coordination with Payroll/HR, Operations, and Tax by preparing reconciliations and providing schedules as directed. Prepares GL schedules and reconciliations that underpin filings and audits.

Strategic

Monitoring and reporting on key measurables and activity-based leading indicators such:

• Days Sales Outstanding (DSO) and collection effectiveness
• Days Payable Outstanding (DPO) and early-payment discounts captured
• Invoice accuracy (billing and vendor) and dispute/chargeback cycle time
• Close timeliness and number of post-close adjustments
• Account reconciliation aging (open reconciling items over 30 days)
• AP cycle time (invoice to post; invoice to pay)

Additionally, you will:

• Supports maintenance of AR/AP processes and continues to support and improve approval workflows
• Supervising the implementation of customer and supplier portals to reduce cycle times and report issues to Management
• Documents team processes as directed and ensures compliance with existing controls.
• Deepen capability in Excel and analytical/reporting tools (e.g., pivots, lookups)
• Provides reconciliations and supporting schedules to the Tax function (HST/GST/PST; US sales tax via Avalara)

Functional Responsibilities

Accounts Receivable (AR)

• Supervising order-to-cash process such as billing accuracy, credit approvals/limits up to a threshold of $50,000, monitor AR aging, escalates credit issues, and cash application (lockbox/ACH/wires).
• Prepares AR aging reports and shares them with the Controller and Sales team for follow-up.
• Ensure revenue cut-off and support revenue/COGS accruals at month-end.
• Govern customer master data (terms, tax status, exemptions) with strong controls.
• Coordinate US sales tax compliance and reconciliations across divisions in alignment with Avalara and internal administrative reports; prepare postings and payments.

Accounts Payable (AP)

• Supervise procure-to-pay: 3-way match, vendor master governance, invoice entry/approval, and payment runs (ACH/EFT, wire, card, cheque), optimizing discount capture and cash flow monitoring.
• Review corporate credit card reconciliations (receipt collection, coding, approvals).
• Confirm vendor accounts by reconciling monthly statements and resolving discrepancies.

General Ledger (GL) Management & Month-End Close

• Follows established chart of accounts, applies coding standards, and escalates exceptions to Controller/VP Finance..
• Completes close tasks on the calendar established by Controller/VP Finance to deliver a complete, timely close; prepare/review JEs (accruals, prepaids, deferrals, FX, sales taxes, payroll), and ensure AR/AP/Inventory/Bank subledgers tie out to the GL.
• Balance sheet reconciliations: prepare/review all account recs monthly; clear reconciling items on a defined cadence (e.g., within 3-4 business days).
• Intercompany & FX: Prepares intercompany billing entries and FX postings as instructed.
• Payroll-to-GL reconciliations & accruals:
• Reconcile payroll expense and payroll-related liability accounts to the GL each pay cycle and at month-end (wages, overtime, bonuses/incentives, benefits, employer costs).
• Review payroll accruals (unpaid wages, overtime, commissions/incentives, vacation pay, statutory/public holiday pay) to ensure accurate cut-off.
• Reconcile/review statutory deductions and employer remittances (CPP, EI, income tax, EHT, WSIB) and ensure GL balances agree to ADP registers and government filings/remittances.
• Monitor and clear payroll clearing accounts and suspense items; partner with HR/Payroll to resolve discrepancies;
• Assist in supporting year-end balancing (e.g., T4/T4A) as it pertains to GL tie-outs.
• Controls & audit: maintain strong internal controls (approvals, change management) and assist in gathering audit support and preparing schedules.

Treasury (Cash, Liquidity & Banking
)

• Daily cash positioning & liquidity:
  assist with consolidating bank balances (CAD/USD), forecast near-term cash needs, and schedule disbursements to optimize working capital.
• Cash forecasting:
  support the maintenance of a rolling
  13-week cash flow
  (weekly) aligned to AR collections, AP payment calendars, payroll dates, inventory buys, and tax remittances; track forecast vs. actual and continuously improve accuracy.
• Bank administration & controls:
  manage bank portal
  user entitlements
  and tokens, dual approvals, Positive Pay, ACH filters/blocks, wire templates, and payment limits per policy; promptly investigate and resolve exceptions.
• Payment governance:
  coordinate payment runs (ACH/EFT, wires, cheques, card) to the forecast; ensure
  value dating
  , cutoff adherence, and settlement accuracy; minimize fees and late charges.
• Fraud prevention:
  monitor alerts/exceptions, vendor-bank detail changes, and anomalous payment patterns; maintain callback procedures and segregation of duties.
• Merchant services (as applicable):
  monitor settlement timing, fees, and chargebacks; partner with eCommerce/IT to resolve disputes and reduce leakage.
• Bank relationship management:
  support fee reviews, service optimization, KYC/compliance requests, and covenant/borrowing-base package preparation (if applicable).
• FX operations:
  monitor short-term FX exposures (receipts/payments); execute spot/forwards
  per policy
  or prepare recommendations for approval; ensure hedge accounting entries are recorded as directed.
• Reporting:
  prepare and publish weekly cash dashboard (position, forecast, exceptions, KPIs) and month-end treasury schedules (restricted cash, debt, interest, covenant support) in accordance with established templates and guidance.

Compliance & Tax

• Prepares indirect tax reconciliations and supporting documents for review by Controller/VP Finance.
• Ensure accurate tax coding (HST paid/charged in CAD/USD), PST reporting to non-HST provinces, and verification of tax-exempt customers.

Systems & Tools

• Proficient in Sage 300 and Beanworks (or similar AP automation tools);
• Uses system tools to process transactions accurately; reports issues or inefficiencies to Controller / management.
• Support data integrity and continuous improvement; protect confidential information.

People & Culture

• Model Book Depot's values and enable our purpose-driven culture of Enchanting the Mind—family-friendly, high-performing, innovative.
• Provides task-level guidance to team members and monitors work output for accuracy and timeliness
• Provides on-the-job training and clarifies procedures when needed. Provides guidance to team members as needed; encourage participation in Book Depot University (BDU) and be an active participant yourself.
• Champion change and continuous improvement with a scalable, process mindset.
• Demonstrate commitment to equity, diversity, and inclusivity in recruitment and leadership.
• Provide timely, meaningful feedback. Reports team workload, performance issues, and turnover concerns to the Controller/VP Finance.

Qualifications

• College Diploma in Accounting, Finance, or Business; CPA (completed or in progress) an asset.
• 5+ years of progressive accounting experience with direct supervision of AR/AP and hands-on GL and month-end close ownership in a high-volume environment.
• Demonstrated experience with payroll-to-GL reconciliations and payroll accruals (e.g., ADP journal interfaces, statutory remittance tie-outs).
• Strong knowledge of GAAP, internal controls, and reconciliation best practices.
• Proficiency with Sage 300, Beanworks (or similar), and advanced Excel skills (XLOOKUP, PivotTables, etc.)
• Experience with vendor and customer web portals; exposure to Avalara is an asset.
• Excellent analytical and communication skills; able to identify issues, solve them directly, and build effective relationships across internal and external stakeholders.
• Proven ability to manage multiple priorities and deliver accurately against tight deadlines.
• Experience supporting payroll administration is preferred.