Accounts Payable Coordinator

POSITION SUMMARY:

Process all invoices for payment for both the business unit.  Prepare all inter-company invoices for payment. Properly match invoices with receiving documents and purchase orders and assign coding to all expense reports and invoices. Promptly obtain payment approval for service type invoices. Prepare cheque runs in conformance to Mattr procedures and extend payment days and dollars. Reconcile Accounts Payable Sub-ledger to the General Ledger. Point of contact for all vendor communications. Greater attention to vendor management & problem resolution required as part of the role.

DUTIES:
ACCOUNTS PAYABLE PROCESSING

•    Review & forward vendor invoices to third party software Pagero for three-way match back into IFS for further review & processing.
•    For invoices not routed or matched through Pagero duties would include below:
•    Match invoices for inventory items to purchase orders and receiving documents.  
•    Match invoices for non-inventory items to purchase requisitions for services or travelling requisitions for materials and supplies.
•    Check that pricing on the invoice agrees with the purchase order, purchase requisition or travelling requisition
•    Check extensions and coding.
•    Check that the quantities invoiced agree to the receiving document and that the receiving document has been signed by the receiver.
•    Resolve pricing discrepancies with the Purchasing department or the requisitioner.
•    Resolve quantity discrepancies with the receiver.
•    Verify that expense reports and cheque requisitions are properly signed and authorized.
•    Ensure that invoice values do not exceed the purchase authority of the purchasing department or the requisitioner as defined in the purchasing procedure.
•    Verify vendor information and account coding on all items to be input to the IFS operating system.  
•    Verify Invoices to Statements.
•    Ensure invoices are in balance for final posting
•    Input matched and coded invoices, expense reports and cheque requisitions into the IFS operating system in batches.  Verify that the vendor and coding in the system matches the invoice. 
•    File all unmatched invoices, purchase orders, purchase requisitions, travelling requisitions and receiving reports.
•    Review AP vouchers to ensure compliance with Bill 198 requirements for 3-way match, authorization, coding and timing of purchase in correct financial timeframe.
•    Resolve and correct any posting, matching of receipts problems that may arise on invoices.
•    File all matched and processed invoices that are pending for payment.

•    Ensure Received not invoiced and Open Purchase order report is kept current for A&I NA
•    Promptly reply to all payment inquiries.
•    Maximize discounts taken.
•    Code all GST and QST charges to the appropriate accounts to maximize tax deductions. 
•    Prepare payments between the Canadian and United States legal entities and assist with the reconciliation of the inter-company accounts.

PAYMENT PROCESSING
•    Prepare bi-weekly vendor payment runs for invoices that are due for payment in compliance with working capital initiatives.
•    Match all supporting documentation and get preliminary approval from the Finance Manager. 
•    Forward approved cheque batches to authorized cheque signers for signature.
•    File all paid invoices in a timely and orderly fashion.

GENERAL ACCOUNTING
•    Reconciliation of the Accounts Payable sub-ledger to the general ledger.
•    Assist the Controller and the Accounting Manger as required.

EHS
•    Compliance with Corporate and legal health and safety requirements.

REQUIREMENTS:

• 3 to 5 years of related experience 
• Minimum Community College Education
• General Accounts Payable knowledge and some accounting training
• Good interpersonal skills as the job requires interaction with vendors and all levels of A&I personnel
• Experience using IFS, Excel and Word
• Good email writing etiquette
• Problem resolution & negotiation skills