Accounting Supervisor

Accounting Supervisor

The Accounting Supervisor (“Supervisor”) leads the Accounts Receivable (AR) and Accounts Payable (AP) functions and ensures the General Ledger (GL) is complete, accurate, and reconciled. This role supports a timely and well‑controlled month‑end close, coordinates with other departments, and safeguards compliance with Company policies and internal controls. The successful candidate is organized, detail‑oriented, deadline‑driven, adheres to established processes and suggests improvements for review by the Controller and/or VP Finance.

Reporting & Authority

• Reports to the Controller/VP Finance. Accountable for day‑to‑day GL management and the month‑end close; Controller/VP Finance retains policy setting, complex GAAP conclusions, and final financial‑statement review.
• Interfaces: Supports coordination with Payroll/HR, Operations, and Tax by preparing reconciliations and providing schedules as directed. Prepares GL schedules and reconciliations that underpin filings and audits.

Strategic

Monitoring and reporting on key measurables and activity‑based leading indicators such as:

• Days Sales Outstanding (DSO) and collection effectiveness
• Days Payable Outstanding (DPO) and early‑payment discounts captured
• Invoice accuracy (billing and vendor) and dispute/chargeback cycle time
• Close timeliness and number of post‑close adjustments
• Account reconciliation aging (open reconciling items over 30 days)
• AP cycle time (invoice to post; invoice to pay)

Additionally, you will:

• Support maintenance of AR/AP processes and continue to support and improve approval workflows.
• Supervise the implementation of customer and supplier portals to reduce cycle times and report issues to Management.
• Document team processes as directed and ensure compliance with existing controls.
• Deepen capability in Excel and analytical/reporting tools (e.g., pivots, lookups).
• Provide reconciliations and supporting schedules to the Tax function (HST/GST/PST; US sales tax via Avalara).

Functional Responsibilities

Accounts Receivable (AR)

• Supervise order‑to‑cash process such as billing accuracy, credit approvals/limits up to a threshold of $50,000, monitor AR aging, escalates credit issues, and cash application (lockbox/ACH/wires).
• Prepare AR aging reports and share them with the Controller and Sales team for follow‑up.
• Ensure revenue cut‑off and support revenue/COGS accruals at month‑end.
• Govern customer master data (terms, tax status, exemptions) with strong controls.
• Coordinate US sales tax compliance and reconciliations across divisions in alignment with Avalara and internal administrative reports; prepare postings and payments.

Accounts Payable (AP)

• Supervise procure‑to‑pay: 3‑way match, vendor master governance, invoice entry/approval, and payment runs (ACH/EFT, wire, card, cheque), optimizing discount capture and cash flow monitoring.
• Review corporate credit card reconciliations (receipt collection, coding, approvals).
• Confirm vendor accounts by reconciling monthly statements and resolving discrepancies.

General Ledger (GL) Management & Month‑End Close

• Follow established chart of accounts, apply coding standards, and escale exceptions to Controller/VP Finance.
• Complete close tasks on the calendar established by Controller/VP Finance to deliver a complete, timely close; prepare/review JEs (accruals, prepaids, deferrals, FX, sales taxes, payroll), and ensure AR/AP/Inventory/Bank subledgers tie out to the GL.
• Balance sheet reconciliations: prepare/review all account recs monthly; clear reconciling items on a defined cadence (e.g., within 3‑4 business days).
• Intercompany & FX: prepare intercompany billing entries and FX postings as instructed.
• Payroll‑to‑GL reconciliations & accruals: reconcile payroll expense and payroll‑related liability accounts to the GL each pay cycle and at month‑end; review payroll accruals (unpaid wages, overtime, commissions/incentives, vacation pay, statutory/public holiday pay) to ensure accurate cut‑off.
• Reconcile/review statutory deductions and employer remittances (CPP, EI, income tax, EHT, WSIB) and ensure GL balances agree to ADP registers and government filings/remittances.
• Monitor and clear payroll clearing accounts and suspense items; partner with HR/Payroll to resolve discrepancies.
• Assist in supporting year‑end balancing (e.g., T4/T4A) as it pertains to GL tie‑outs.
• Maintain strong internal controls (approvals, change management) and assist in gathering audit support and preparing schedules.

Treasury (Cash, Liquidity & Banking)

• Daily cash positioning & liquidity: assist with consolidating bank balances (CAD/USD), forecast near‑term cash needs, and schedule disbursements to optimize working capital.
• Cash forecasting: support the maintenance of a rolling 13‑week cash flow (weekly) aligned to AR collections, AP payment calendars, payroll dates, inventory buys, and tax remittances; track forecast vs. actual and continuously improve accuracy.
• Bank administration & controls: manage bank portal user entitlements and tokens, dual approvals, Positive Pay, ACH filters/blocks, wire templates, and payment limits per policy; promptly investigate and resolve exceptions.
• Payment governance: coordinate payment runs (ACH/EFT, wires, cheques, card) to the forecast; ensure value dating, cutoff adherence, and settlement accuracy; minimize fees and late charges.
• Fraud prevention: monitor alerts/exceptions, vendor‑bank detail changes, and anomalous payment patterns; maintain callback procedures and segregation of duties.
• Merchant services (as applicable): monitor settlement timing, fees, and chargebacks; partner with eCommerce/IT to resolve disputes and reduce leakage.
• Bank relationship management: support fee reviews, service optimization, KYC/compliance requests, and covenant/borrowing‑base package preparation (if applicable).
• FX operations: monitor short‑term FX exposures (receipts/payments); execute spot/forwards per policy or prepare recommendations for approval; ensure hedge accounting entries are recorded as directed.
• Reporting: prepare and publish weekly cash dashboard (position, forecast, exceptions, KPIs) and month‑end treasury schedules (restricted cash, debt, interest, covenant support) in accordance with established templates and guidance.

Compliance & Tax

• Prepare indirect tax reconciliations and supporting documents for review by Controller/VP Finance.
• Ensure accurate tax coding (HST paid/charged in CAD/USD), PST reporting to non‑HST provinces, and verification of tax‑exempt customers.

Systems & Tools

• Proficient in Sage 300 and Beanworks (or similar AP automation tools).
• Use system tools to process transactions accurately; report issues or inefficiencies to Controller/management.
• Support data integrity and continuous improvement; protect confidential information.

People & Culture

• Model Book Depot’s values and enable our purpose‑driven culture of Enchanting the Mind—family‑friendly, high‑performing, innovative.
• Provide task‑level guidance to team members and monitor work output for accuracy and timeliness.
• Provide on‑the‑job training and clarify procedures when needed; encourage participation in Book Depot University (BDU) and be an active participant yourself.
• Champion change and continuous improvement with a scalable, process mindset.
• Demonstrate commitment to equity, diversity, and inclusivity in recruitment and leadership.
• Provide timely, meaningful feedback. Report team workload, performance issues, and turnover concerns to the Controller/VP Finance.

Qualifications

• College Diploma in Accounting, Finance, or Business; CPA (completed or in progress) is an asset.
• 5+ years of progressive accounting experience with direct supervision of AR/AP and hands‑on GL and month‑end close ownership in a high‑volume environment.
• Demonstrated experience with payroll‑to‑GL reconciliations and payroll accruals (e.g., ADP journal interfaces, statutory remittance tie‑outs).
• Strong knowledge of GAAP, internal controls, and reconciliation best practices.
• Proficiency with Sage 300, Beanworks (or similar), and advanced Excel skills (XLOOKUP, PivotTables, etc.).
• Experience with vendor and customer web portals; exposure to Avalara is an asset.
• Excellent analytical and communication skills; able to identify issues, solve them directly, and build effective relationships across internal and external stakeholders.
• Proven ability to manage multiple priorities and deliver accurately against tight deadlines.
• Experience supporting payroll administration is preferred.

Seniority Level

• Mid‑Senior level

Employment Type

• Full‑time

Job Function

• Accounting/Auditing and Finance
• Industries: Wholesale