Accounts Payable Clerk

The Accounts Payable Clerk is responsible for ensuring the accurate, timely, and efficient processing of accounts payable and related transactions. This position supports the accounting team through invoice processing, reconciliations, expense reimbursements, and AP reporting while maintaining strong internal controls and attention to detail.

The role also contributes to continuous improvement by identifying opportunities to streamline processes and supporting the implementation and effective use of AI, automation, and other accounting technologies.

Duties & Responsibilities:

• Review invoices processed through the company’s AI-assisted AP software, validating invoice coding, vendor information, amounts, GST/PST, purchase orders, subcontract numbers, project/job numbers, and supporting documentation.
• Ensure appropriate documentation and approvals are obtained prior to payment.
• Assist with subcontractor invoice processing, including review of holdbacks, statutory requirements, and required documentation such as WCB clearances.
• Respond to vendor inquiries and assist with resolving account discrepancies, payment questions, and statement issues.
• Prepare and review the accounts payable aging report, identifying overdue invoices, upcoming payments, discrepancies, and items requiring follow-up.
• Identify opportunities to improve the accuracy, timeliness, and efficiency of AP reporting.
• Review and process employee expense reimbursement claims, ensuring expenses are appropriately supported, coded, approved, and in accordance with company policies.
• Perform monthly credit card reconciliations and follow up on missing receipts or documentation.
• Assist with the implementation, testing, and rollout of new AI and accounting software.
• Compile employee expense reimbursements pdfs and enter into company's system (Jonas).
• Reconcile employee credit card statements, code and post credit card transactions and credit card clearing transactions.
• Ensure all required documentation is in place when processing payables (e.g. statutory declarations for all holdback release invoices).
• Manage AP email mailbox’s.
• Perform other accounting-related duties as assigned.
• Maintain all files and records in a highly organized manner, preferably in digital format.
• Protect and maintain the privacy of all information received in the performance of this role.
• Protect and promote company's interests against suppliers and subcontractors.
• Participate in a culture of continuous improvement by assessing processes and procedures to improve the functionality of the company.
• General office administration duties as required time to time by management.

Requirements

• 2+ years of relevant experience in Accounts Payable (AP).
• Strong attention to detail, organization, and accuracy.
• Good understanding of basic accounting principles.
• Strong communication, problem-solving, and time-management skills.
• Comfortable using accounting software, Microsoft Excel, and learning new technology.
• Interest in AI, automation, and process improvement, with the ability to adapt to new systems.
• Ability to critically review AI-generated or AI-processed information and apply sound judgment.
• Experience in construction and Canadian businesses is an asset.
• Qualifications: Accounting diploma preferred.