JOB DESCRIPTION
Location: Toronto, ON (Yorkville) – Hybrid
Employment type: Full-time, permanent
Compensation: $60,000 – $70,000 base salary plus benefits.
This posting is for an existing vacancy.
ABOUT VENDO
VENDO Media is a Toronto-based, Canadian out-of-home (OOH) advertising company – “a different OOH company.” We operate one of the widest-reaching digital billboard networks in Canada, with 550+ digital and 1,250+ static outdoor faces across 125+ markets, including 200+ programmatic faces. Our advertisers range from national brands and media agencies to local and regional businesses.
VENDO is growing quickly through new site builds, acquisitions and strategic partnerships. Our Finance team supports a multi-entity corporate group and plays a central role in integrating new businesses, strengthening controls and modernizing how we work – including the practical use of AI and automation.
ROLE SUMMARY
The Accounts Receivable Specialist will report to the Finance Manager and will be responsible for VENDO’s order-to-cash cycle – from contract review and invoicing through cash application, collections and month-end reporting. This is a hands-on role for someone who is accurate, analytical and comfortable using technology, including AI tools, to work smarter. You will partner closely with Sales, Operations and the wider Finance team to keep cash flowing and customer relationships strong.
KEY RESPONSIBILITIES
1. Invoicing & Billing
- Review signed contracts and billing schedules in VENDO’s operating platform to confirm pricing, flight dates, payment terms, and billing details before invoicing.
- Prepare and issue accurate, timely invoices in Xero for agency and direct advertisers, in line with the monthly billing calendar.
- Calculate and apply the correct sales taxes (GST/HST, QST, PST) and customer-specific billing rules.
- Issue credit notes and invoice revisions upon management approval, with supporting documentation retained.
- Maintain accurate customer master data – billing contacts, tax status and payment terms.
2. Cash Application (Payment Processing)
- Process incoming funds across all channels (EFT, wire transfer, cheque and credit card).
- Match remittances to open customer balances and post payments to invoices on a daily basis.
- Identify, log and resolve short-payments, overpayments, deductions and unapplied cash.
3. Collections (Payment Recovery)
- Monitor aging reports (30/60/90+ days past due) to prioritize outreach on high-risk accounts.
- Own collection performance, with a focus on reducing Days Sales Outstanding (DSO) and balances over 90 days.
- Conduct outbound calls, send formal payment reminders, and negotiate payment plans or settlements.
- Partner with the Sales team to investigate and resolve disputes; keep clear collection notes on every account.
- Support credit checks and credit limits for new advertisers and agencies in line with VENDO’s credit and collections policy.
- Escalate non-paying accounts to management or third-party collection agencies.
4. Reporting, Reconciliation & Month-End
- Reconcile the AR subledger and customer deposits to the general ledger each month.
- Prepare the weekly AR aging review and collections update for the broader sales team.
- Provide inputs to the cash flow forecast and support for the allowance for doubtful accounts.
- Meet month-end close deadlines and support year-end review/audit and sales tax filings with AR detail.
5. Process Improvement & Automation
- Identify manual, repetitive steps in billing, cash application and collections, and propose automation or AI-assisted solutions.
- Maintain up-to-date written procedures for all AR processes so the function runs smoothly during absences and transitions.
SKILLS REQUIRED
Analytical Skills
- Strong Excel / Google Sheets skills – pivot tables, XLOOKUP/INDEX-MATCH, SUMIFS and data clean-up of large system exports.
- Ability to analyze aging and payment trends, find the root cause of disputes or late payments, and turn findings into action.
AI & Technology
- Practical, day-to-day use of generative AI tools to draft customer correspondence, summarize contracts and remittances, build and troubleshoot formulas, and document processes.
- Sound judgment when using AI: verifies outputs before relying on them and protects confidential customer and financial data.
- Comfortable with cloud accounting and business systems; experience with Xero strongly preferred.
- Curiosity and willingness to learn new tools and adopt better ways of working.
Core Skills
- Attention to detail: Speed without accuracy leads to unapplied cash, customer disputes and delayed cash flow. Line items, banking details and balance matching must be verified.
- Time management & prioritization: Manages high daily transaction volumes by prioritizing high-dollar invoices, month-end deadlines and critical past-due accounts.
- Cross-departmental communication: Coordinates with Sales, Operations and Finance to resolve payment blockers while maintaining positive customer relationships.
- Professionalism & integrity: Firm but courteous with customers; handles sensitive financial information with discretion.
QUALIFICATIONS
- Post-secondary diploma or degree in Accounting, Finance or Business Administration.
- 2–4 years of experience in accounts receivable, billing and/or collections; media, advertising or multi-entity experience is an asset.
- Working knowledge of Canadian sales taxes (GST/HST, QST, PST).
- Progress toward a CPA designation is an asset.
HOW SUCCESS IS MEASURED
- Invoices issued accurately and on time each billing cycle.
- DSO and balances over 90 days trending down; disputes resolved promptly.
- Cash applied daily with no aged unapplied receipts.
- AR reconciled to the GL and month-end deliverables completed on schedule.
VENDO Media is an equal opportunity employer. Accommodations are available on request throughout the recruitment process. VENDO does not use artificial intelligence to screen, assess or select applicants for this position.
