Accounts Payable Coordinator
Perpetual Vegetable Co. – Abbotsford, BC
🌿 About Us
Perpetual Vegetable Co. is a 100+ acre family-operated greenhouse in Abbotsford, BC, producing premium bell peppers and cucumbers. We are committed to innovation, sustainable agriculture, and a diverse, people-first work environment.
Our success depends on strong financial processes, operational excellence, and a collaborative team that supports every department across our greenhouse operations.
🧩 About the Role
The Accounts Payable Coordinator plays an important role in ensuring the accuracy, efficiency, and integrity of our financial operations. You will be responsible for processing invoices, reconciling vendor accounts, preparing payments, and supporting the accounting team with day-to-day financial administration.
This position works closely with managers across all departments, vendors, and our finance team to ensure invoices are processed accurately and payments are made on time. You'll help maintain organized financial records while identifying opportunities to improve processes and support continuous improvement initiatives.
The ideal candidate is highly organized, detail-oriented, enjoys working with numbers, and takes pride in maintaining accurate financial records in a fast-paced business environment.
🌟 Why Join Perpetual Vegetable Co.?
- Work for one of British Columbia's leading greenhouse vegetable producers.
- Competitive compensation.
- Extended health & dental benefits.
- Professional development, coaching, and mentorship.
- Collaborative, people-focused culture.
- Opportunities to improve processes and grow within the organization.
- Be part of "The Perpetual Way" continuous improvement mindset.
⭐ What Success Looks Like
After your first 6–12 months, a successful Accounts Payable Coordinator will:
- Process invoices accurately with minimal errors.
- Ensure vendors are paid on time while maintaining strong supplier relationships.
- Maintain organized, audit-ready financial records.
- Keep vendor accounts current with minimal outstanding discrepancies.
- Support month-end close by completing reconciliations on schedule.
- Help improve AP processes by identifying efficiencies and reducing manual work.
- Provide accurate reporting and insights on company spending, vendor costs, and purchasing trends to support informed business decisions.
- Identify cost trends, pricing variances, and opportunities for savings by analyzing purchases across vendors, departments, and locations.
- Build positive working relationships across Finance, Purchasing, Warehouse, Operations, and Management.
- Demonstrate ownership, accountability, confidentiality, and attention to detail in every transaction.
🔧 Key Responsibilities
1. Invoice Processing & Accounts Payable
- Receive, review, and process vendor invoices accurately and promptly.
- Match invoices with purchase orders, receiving records, and supporting documentation.
- Verify pricing, quantities, taxes, coding, and approvals before processing.
- Resolve invoice discrepancies by working with department managers and vendors.
- Ensure invoices are entered accurately into the accounting system.
2. Vendor Account Management
- Maintain accurate vendor records and account information.
- Reconcile vendor statements and investigate outstanding balances.
- Respond professionally to vendor inquiries regarding payments and account status.
- Establish positive working relationships with suppliers and internal departments.
- Assist with setting up new vendors and maintaining vendor files.
3. Payment Processing
- Prepare weekly payment runs by cheque, EFT, and electronic payment methods.
- Ensure payments are made according to company policies and payment terms.
- Maintain payment records and supporting documentation.
- Monitor early payment discounts and due dates where applicable.
4. Financial Administration
- Maintain organized digital and physical accounting records.
- File invoices, payment records, and supporting documentation.
- Assist with month-end accounts payable reconciliations.
- Support year-end audits by preparing requested documentation.
- Help ensure compliance with internal financial controls and company policies.
5. Expense Management
- Review employee expense reports for completeness and compliance.
- Process approved employee reimbursements.
- Maintain supporting documentation for expense claims.
6. Reporting & Reconciliations
- Reconcile accounts payable sub-ledgers to the general ledger.
- Prepare accounts payable reports and aging summaries.
- Monitor outstanding liabilities and assist with cash flow planning.
- Support the Controller with financial reporting and analysis as required.
7. Continuous Improvement & Team Support
- Identify opportunities to improve accounts payable processes and efficiencies.
- Assist with implementing standardized procedures and documentation.
- Support other accounting and administrative functions during peak periods.
- Collaborate with departments to improve purchasing, invoice approvals, and financial workflows.
8. Cost Reporting & Vendor Analytics
- Prepare monthly reports summarizing company spending by vendor, department, and expense category.
- Monitor pricing trends and identify significant cost increases or unusual spending patterns.
- Assist the Controller and management with vendor cost comparisons and purchasing analysis.
- Support budgeting and cost-control initiatives by providing timely financial data and recommendations.
- Work with Purchasing and department managers to improve vendor performance and identify cost-saving opportunities
🧠 Core Skills & Attributes
- Strong communication skills and the ability to work collaboratively with managers, vendors, purchasing, warehouse, and operations teams
- A proactive, solutions-focused mindset with the ability to identify and resolve discrepancies independently
- Exceptional attention to detail and accuracy.
- Ability to prioritize multiple deadlines in a fast-paced environment.
- High level of integrity and confidentiality.
- Strong problem-solving and analytical abilities.
- Excellent organizational and time management skills
- Ability to work independently with minimal supervision.
- Customer-service mindset when working with vendors and internal departments.
📚 Experience & Qualifications
- 2–4 years of Accounts Payable experience in Accounts Payable, Accounting, Bookkeeping, or a similar finance role.
- A diploma or certificate in Accounting, Finance, or Business Administration is considered an asset
- Experience using accounting or ERP software (Sage, QuickBooks, Microsoft Dynamics, Business Central, or similar).
- Strong knowledge of Microsoft Office, particularly Excel.
- Intermediate Microsoft Excel skills (sorting, filtering, formulas, pivot tables)
- Experience processing 200–500+ supplier invoices per month in a fast-paced environment
- Experience matching invoices to purchase orders and receiving documents (2-way and 3-way matching)
- Experience in agriculture, manufacturing, or production environments is considered an asset.
- Valid Class 5 Driver's License is considered an asset.
📩 Join Our Team
If you're a detail-oriented accounting professional who enjoys solving problems, improving processes, and contributing to a growing agricultural business, we'd love to hear from you.
Join Perpetual Vegetable Co. and help us build efficient financial systems that support one of British Columbia's leading greenhouse operations.
