Reception, Centralized AP Agent

Job Description

Tasks and Duties

For detailed job-specific tasks and duties completed regularly by the employee, please reference the on Insite. This section lists job-specific tasks and duties, such as the ones listed below, that are completed regularly by the Receptionist, Centralized AP, Agent - Canada. This list may be edited to the specific job role.

• Ensure reception area is tidy and presentable.
• Receive, sort and distribute daily mail/courier/deliveries
• Maintain security & safety procedures by controlling access via the reception desk (monitor visitor logbook, issue visitor badges etc.)
• Review all service provider invoices for appropriate documentation, provisions and approval prior to payment
• Ensure proper and timely entry of payables, deposits, expenses, payment requests, etc. into financial systems
• Monitor and manage accounts, including statement reconciliation to ensure the timely payment of all open payables.
• Review data to identify unresolved payment issues, gaps in internal and external processes, and payment trends.
• Proactively identify challenges in our payment and billing processes and assist the network in developing action plans to improve.
• Provide visibility to high-risk areas, and issues.
• Promote compliance in diligently following all company policies and regulations and performing the task at hand with outstanding integrity and pride.
• Effective communication with each vendor, service provider and district on all open invoices with escalations on items that are at-risk or past due.
• Build and maintain strong, collaborative relations with vendors and the internal network.
• Update internal systems with detailed notes listing actions and timely follow-up.
• Ensure service provider profiles are kept current and reflect corporate requirements
• Respond to all service provider inquiries and reconcile vendor statements monthly and quarterly.
• Research, reconcile and resolve invoice discrepancies
• Responsible for check research and stop payment requests as outlined
• Assist with month end closing by identifying any necessary reclassifications and accruals
• Assist with other projects, ad-hoc data analysis and other tasks as assigned by the management team.
• Understanding of Expeditors systems to easily navigate, resolve issues and perform outlined responsibilities
• Display willingness, without request, to aid and assist team members
• Works with internal customers in Operations to provide support and assist with cost accounting and billing

Physical Demands

This section lists the physical demands required of this job and may be edited to the specific job role.

• Use of standard office equipment - a computer with keyboard and mouse, phone, fax/copy/scan machine, etc.
• Write with pencil/pen/marker
• Functions performed primarily while seated at a desk

Qualifications

This section lists desired qualifications for the job and may be edited to the specific job role.

• Knowledge of Expeditors internal billing processes and accounting systems and minimum one year of relevant experience in Accounting and/or industry
• Technically proficient and have strong accounting, analytical, financial modeling, and research skills
• Excellent organization skills and detailed-oriented
• Motivated self-starter and work with urgency
• Ability to thrive in a fast-paced and dynamic environment
• Excellent written and oral English communication skills
• Experience working with Microsoft Word, Excel, OneNote, Teams, PowerBI, SharePoint, and Outlook
• Fluent in English; proficiency in French is an asset

WHAT WE EXPECT FROM YOU:

Expeditors Key Performance Expectations

This section lists the core business-critical performance expectations applicable to all Expeditors employees, regardless of position, and should not be edited. Note that these expectations are found in employee’s My Development Plan view (listed in the SKILLS tile) and in the employee’s performance evaluation in the Professional Development Center.

• Exceptional Customer Service:

Exceeds customer expectations by anticipating, understanding and meeting needs. Is proactive and when issues arise, is timely and resolute in solving problems, including escalating to management when necessary. Builds rapport and exhibits empathy during interactions, and consistently strives to improve customer satisfaction with customers. (This skill expectation applies both externally (customers, service providers) and internally (other Expeditors offices/employees).

• Job Execution:

Consistently completes quality work that matches job expectations. Is committed to operational excellence and continuous improvement for own job function and across the network. All activities are compliant with company policies/procedures and code of business conduct and with government regulations.

• Reliability:

Consistently meets deadlines. Is punctual and can be relied on for planning purposes. Is organized, manages own time effectively and can prioritize.

• Collaboration:

Displays a willingness to accomplish not only his/her own job responsibilities without the need for constant prodding but is willing, without request, to aid and assist others to the benefit of the company and/or customers. Works in harmony with superiors and fellow workers without incident or delay.

• Communication:

Effectively listens to others and communicates (verbal and written) in a professional manner, both internally and externally. Provides relevant and timely information to co-workers, customers and service providers. Answers phone calls and responds to voicemails, emails and other communication according to Expeditors' standards.

• Culture:

Exhibits and promotes the company’s 10 cultural attributes: Appearance, Attitude, Confidence, Curiosity, Excellence, Integrity, Pride, Resolute, Sense of Humor, and Visionary.

• Personal Growth and Development:

Participates in training within the company’s guidelines, completing at least 52 hours of relevant training per year. Completes required training in a timely manner with minimal reminders. Pursues professional development goals for self, including participating in a development plan as appropriate.

Accounting Agent Job-Specific Performance Expectations

This section lists the core business-critical performance expectations applicable to all Accounting Agents, regardless of department or position, and should not be edited. Note that these expectations are found in employee’s My Personal Development Plan view (listed in the SKILLS tile) in the Professional Development Center.

• Timely and Accurate Accounting Processing

Depending on the role, one or both of the below may apply to the Accounts Payable clerk. Payables: Manages the accounts payables processes, including setting up service provider accounts, receive, review, approve and records payables accurately and timely, as per Expeditors' accounting policies. Manages the disbursement process to ensure service providers are paid accurately and timely. Receivables: Manages the accounts receivables process, including receiving, safeguarding, and recording customers’ receipts, as per Expeditors' accounting policies. Assists in the credit management process to ensure customers remain within agreed credit and payment terms.

• Accounting Exception Management

Proactively monitors exception reports to identify problems on accounts, analyze exceptions and to effectively resolve issues with internal and external