Document specialist Jobs in Kitchener, ON

We are seeking a detail-oriented and organized Accounts Payable Specialist to join our Finance & Accounting team. This role is responsible for processing vendor invoices and payments accurately and on time, maintaining organized financial records, and supporting day-to-day accounting operations.

Working closely with the broader Accounting team, the successful candidate will ensure invoices are properly coded, approved, and recorded in accordance with company policies. This is an excellent opportunity to build accounting experience and develop skills within a growing organization.

Key Responsibilities

• Collect, code, and process vendor invoices accurately and on time, ensuring appropriate approvals and supporting documentation are in place.
• Create Purchase Orders and Subcontracts in the accounting system using details provided by the Projects team.
• Verify invoices against purchase orders, contracts, and other supporting documents, following up on discrepancies as needed.
• Prepare and process vendor payments, including cheque runs and electronic funds transfers (EFTs), in accordance with payment terms.
• Reconcile corporate credit card transactions and expense reports, ensuring expenses are accurately recorded and approved.
• Reconcile vendor statements and resolve outstanding invoices, credits, and payment discrepancies.
• Ensure invoices are coded to the appropriate general ledger accounts and project cost codes, where applicable.
• Assist with HST tracking and ensure tax information on invoices is accurately recorded.
• Maintain organized digital records of invoices, approvals, payments, and supporting documentation.
• Respond to vendor and internal inquiries regarding invoices and payments in a timely and professional manner.
• Support month-end close and audit activities by providing reconciliations and supporting documentation as required.
• Create and record intercompany invoices and monthly standard entries.
• Identify opportunities to improve accounts payable processes, documentation, and workflows.
• Other Accounting related activities as may be required.

Requirements

• 1–2 years of accounts payable or related accounting experience; recent graduates are also encouraged to apply.
• College or university education in Accounting, Finance, or a related field, or equivalent experience.
• Basic understanding of accounting principles and invoice processing.
• Proficiency in Microsoft Office, particularly Excel.
• Strong attention to detail and accuracy.
• Excellent organizational and time management skills, with the ability to meet deadlines.
• Strong written and verbal communication skills.
• A proactive, dependable approach and willingness to learn.
• Ability to work independently and collaboratively within a team.

Assets

• Experience in construction, real estate development, or property management.
• Familiarity with project cost coding, job costing, or purchase order processes.
• Knowledge of HST requirements and invoice tax treatment.
• Experience with accounting software such as Jonas, Yardi Breeze, or Texada.
• Experience with electronic payments and online banking platforms.

Benefits

• Dental care
• Extended health care
• Vision care
• Extensive EFAP program
• Virtual Urgent Care

Accommodations

Kingsley Management Inc. is committed to providing an accessible and supportive recruitment experience for persons with disabilities. If you require accommodations at any stage of the recruitment process, please notify us in advance at hr@kingsleyca.com

AI Usage

As part of our hiring process, we use AI-powered tools to assist in screening resumes. These technologies help us efficiently identify candidates whose qualifications align with the role, ensuring a fair and consistent evaluation process. By clicking "Apply," you acknowledge and consent to the use of AI in our recruitment workflow.