Accounts Payable Clerk

Accountivity is hiring!
Job Title: Accounts Payable Clerk
Location: York Region, ON
Job Type: Permanent
Salary: $50,000-$60,000/year
Work Model: In Office

Our client in York Region, ON is actively looking for an Accounts Payable Clerk to join their team.

Position Description:

The Accounts Payable Clerk is responsible for supporting the day-to-day Accounts Payable function across a multi-entity real estate environment, ensuring invoices and payments are processed accurately, efficiently, and in accordance with established company policies and approval procedures.

The AP Clerk will process invoices relating to commercial, residential, development, and corporate operations and will work closely with the AP/AR Manager, Property Accounting, Property Management, Development, Residential, and other internal departments.

The successful candidate will be highly organized, detail-oriented, comfortable working with a high volume of transactions, and experienced using Newstar.

Key Responsibilities:

Invoice Processing:

• Receive, review, and process vendor invoices accurately and within established timelines.
• Verify invoices for appropriate coding, supporting documentation, purchase orders, and approvals.
• Match invoices to purchase orders and supporting documentation where applicable.
• Enter invoices accurately into Newstar and ensure they are recorded against the correct company, property, project, vendor, and general ledger account.
• Identify incomplete, duplicate, or incorrect invoices and follow up with the appropriate internal department or vendor.
• Maintain organized electronic documentation supporting AP transactions.
• Ensure invoices are processed in accordance with company policies and approval authorities.

• Assist with the preparation and processing of cheque runs, EFTs, and other vendor payments.
• Confirm required approvals and supporting documentation are in place prior to payment.
• Assist with resolving payment discrepancies, returned payments, and other vendor payment issues.
• Respond to vendor inquiries regarding invoice and payment status in a timely and professional manner.
• Review vendor statements and follow up on outstanding or missing invoices.

• Assist with reconciling vendor statements and AP-related accounts.
• Investigate outstanding or aged AP items and work with the appropriate parties to resolve discrepancies.
• Assist with AP subledger-to-general-ledger reconciliations as required.
• Review AP reports for unusual, duplicate, or outstanding items.
• Maintain accurate vendor information and assist with vendor account updates in accordance with established controls.

• Accurately enter and maintain AP information within Newstar.
• Use Newstar reports and functionality to research invoices, payments, vendor balances, and outstanding items.
• Follow established system processes and procedures to maintain accurate and complete financial records.
• Identify system or process issues and bring them forward to the AP/AR Manager.
• Support improvements to AP processes, reporting, and system utilization.

• Assist with AP month-end procedures and ensure invoices relating to the appropriate accounting period are processed on time.
• Assist with identifying outstanding invoices and items requiring accruals.
• Provide supporting documentation and schedules for internal and external audit requests.
• Assist with year-end AP requirements as needed.

• Work closely with Property Accounting, Property Management, Development, Residential, Commercial, and Corporate teams to resolve invoice and payment issues.
• Follow up proactively on missing approvals or documentation.
• Communicate outstanding issues clearly and escalate unresolved matters when required.
• Participate in AP/AR team meetings and process improvement initiatives.

• Postsecondary education in Accounting, Finance, Business Administration, or a related field is preferred.
• 2–4 years of Accounts Payable experience, preferably within real estate, property management, development, or construction.
• Newstar experience strongly preferred.
• Experience working within a multi-company or multi-entity environment is an asset.
• Understanding of basic accounting principles, general ledger coding, purchase orders, and invoice processing.
• Proficiency in Microsoft Excel and Microsoft Office.
• Experience processing a high volume of invoices is preferred