Work Arrangement: In-Person / Hybrid
Employment Type: Full-Time
Hours: Monday to Friday, 9:00 AM–5:00 PM
Salary: $48,000–$52,000 per year
Reports To: Financial Controller
Position Status: Existing Vacancy
About ICS Facility Services
ICS Facility Services is a Canadian-owned facilities management company providing a range of services including janitorial, maintenance, security, and building support services across Canada. We are committed to delivering reliable, high-quality facility solutions while building strong relationships with our clients and employees.
Position Summary
ICS Facility Services is looking for a detail-oriented and organized Accounts Receivable Administrator to join our Finance team. This is an existing vacancy, and the successful candidate will be responsible for the day-to-day management of Accounts Receivable activities, including customer billing, collections, payment application, account reconciliations, AR reporting, and customer communication.
The successful candidate will work closely with the Financial Controller, Operations, Contract Management, account custodians, and back-office AR support team to ensure accurate and timely billing, effective collections, and prompt resolution of outstanding customer matters.
Key Responsibilities
Accounts Receivable & Collections
- Monitor Accounts Receivable aging and proactively follow up with customers regarding outstanding balances and payment commitments.
- Maintain accurate collection notes, expected payment dates, disputes, and follow-up actions.
- Work with internal account custodians and Operations to resolve collection issues, disputed invoices, and customer concerns.
- Escalate significant collection issues and delinquent accounts to the Financial Controller when required.
- Prepare Statements of Account and respond to customer and management AR inquiries.
- Investigate and resolve short payments, deductions, unapplied payments, and other account discrepancies.
Billing & Operational Coordination
- Prepare and process customer invoices on a weekly, bi-weekly, and monthly basis in accordance with contractual billing requirements.
- Liaise with Contract Management and Operations to ensure billing rates and other information are accurately maintained in accounting and operational systems.
- Review contract rate changes and billing requirements and ensure updates are reflected accurately and promptly.
- Reconcile time and attendance information from Connecteam and other operational records used for billing.
- Coordinate with Payroll and Operations where time, pay-rate, or other operational information impacts billing accuracy.
- Ensure invoices and supporting documentation are complete and accurate before submission to customers or customer portals.
Payments, Reconciliations & AR Administration
- Apply and reconcile customer payments accurately in QuickBooks Desktop.
- Match customer remittances against outstanding invoices and investigate discrepancies.
- Perform customer account reconciliations and assist with month-end Accounts Receivable reconciliations.
- Manage and organize AR-related documentation, including customer cheques, remittance advices, and supporting documents.
- Maintain organized physical and electronic filing systems for AR documentation.
- Ensure AR documentation is properly retained and readily available for management, lender, audit, and operational requirements.
- Utilize QuickBooks Desktop, Connecteam, Microsoft Excel, customer portals, and other company systems in daily responsibilities.
AR Reporting & Lender Support
- Prepare weekly AR reports, including collection updates, outstanding issues, and action items for weekly AR meetings.
- Follow up with account custodians and internal stakeholders to obtain timely and meaningful collection updates.
- Support Accounts Receivable financing requirements, including preparation of invoice funding batches, supporting documentation, uploads, and lender reporting.
- Assist with reconciliation and follow-up of funded, held, disputed, ineligible, or otherwise outstanding invoices.
- Assist with lender reviews, audits, and other AR-related information requests.
- Coordinate day-to-day processing activities with the back-office AR resource while maintaining ownership of customer accounts and collection status.
Month-End, Revenue Analysis & Audit Support
- Assist with month-end close activities relating to Accounts Receivable and revenue.
- Prepare monthly sales and revenue analysis, including comparisons to prior periods and budgets.
- Analyze significant revenue movements and trends and identify unusual items and underlying business drivers.
- Prepare concise sales and revenue commentary for management reporting.
- Work with Operations and other internal stakeholders to understand and explain revenue movements.
- Prepare supporting AR information required for HST filings.
- Support year-end financial statement audits, including AR schedules, reconciliations, customer confirmations, invoice support, and subsequent receipt documentation.
- Maintain AR records and supporting documentation in an audit-ready manner.
Process Improvement & Finance Support
- Maintain and improve Accounts Receivable procedures and supporting documentation.
- Participate in internal control improvements and Finance process enhancement initiatives.
- Participate in accounting software implementation, testing, data validation, and migration activities as required.
- Cross-train across key Finance functions to support operational continuity and coverage.
- Perform other accounting and Finance duties as assigned by management.
Qualifications & Experience
- Diploma or bachelor’s degree in accounting, Finance, Business Administration, or a related field.
- 4–5 years of Accounts Receivable or relevant accounting experience, preferably in a high-volume environment.
- Strong experience in collections, customer account management, billing, and reconciliations.
- Experience with QuickBooks Desktop is strongly preferred.
- Strong Microsoft Excel skills.
- Experience with Connecteam, customer billing portals, AR financing/factoring, or lender reporting is considered an asset.
- Strong written and verbal communication skills.
- Strong analytical, organizational, and problem-solving skills.
- Excellent attention to detail with the ability to manage multiple priorities and deadlines.
- Proactive approach with the ability to take ownership of customer accounts and follow up on outstanding matters.
AI in Recruitment Process
ICS Facility Services uses AI-supported tools as part of our recruitment process to assist with application screening and candidate assessment. All recruitment decisions are made by our hiring team.
ICS Facility Services is committed to creating an accessible and inclusive workplace. Accommodations are available upon request throughout the recruitment and selection process in accordance with applicable legislation.
