Accounts Payable & Administrative Coordinator

We are seeking a detail-oriented and organized Accounts Payable & Administrative Coordinator to join our team. This position is responsible for managing accounts payable activities across multiple companies, maintaining accurate vendor and customer records, processing invoices and payments, and providing administrative support.

The successful candidate will be someone who takes pride in maintaining accurate financial records, follows through on outstanding items, and is proactive in identifying discrepancies or missing information. Strong organizational skills and attention to detail are essential to success in this role.

The ideal candidate is highly organized, comfortable working with accounting software, and able to manage multiple priorities while maintaining accuracy and confidentiality.

Key Responsibilities:

Accounts Payable & Accounting

• Manage all accounts payable activities for multiple companies.
• Collect, review, and process vendor invoices and sales invoices.
• Enter and integrate invoices into the accounting system (Great Plains).
• Review invoices for accuracy, appropriate coding, and required approvals before posting.
• Prepare accounts payable for approval and process payments once approved.
• Process payments by EFT, online payment, and e-transfer as required.
• Post completed payments and maintain accurate payment records.
• Review and enter invoices manually when required.
• Reconcile vendor statements and investigate discrepancies or missing invoices.
• Maintain organized and accurate accounts payable records.

Vendor & Customer Administration

• Create and maintain vendor profiles for multiple companies.
• Create new customer profiles as required.
• Collect, verify, and update customer EFT and payment information.
• Maintain accurate and up-to-date financial records and documentation.

Qualifications & Skills

• Previous experience in accounts payable, bookkeeping, accounting administration, or a related role.
• Experience working with accounting software; Great Plains (Microsoft Dynamics GP) experience is considered an asset.
• Strong attention to detail and accuracy.
• Excellent organizational and time-management skills.
• Ability to manage multiple companies, priorities, and deadlines.
• Strong communication and interpersonal skills.
• Comfortable communicating with vendors, customers, tenants, and internal departments.
• Strong data-entry and record-keeping skills.
• Ability to work independently while also being a collaborative team member.
• Proficiency with Microsoft Office, particularly Outlook and Excel.
• Experience processing EFT, online, or electronic payments is an asset.