Accounts Payable Clerk

Position Summary

The Accounts Payable Clerk provides essential support to the accounting team by accurately processing invoices, maintaining vendor records, and assisting with payment runs in a fast‑paced construction or real estate development environment. This role is ideal for someone starting their accounting career who is detail‑oriented, organized, and eager to learn construction‑specific accounting practices such as job costing and holdback tracking. The role reports to the Accounts Payable Specialist / Project Accountant.

Key Responsibilities

Invoice Processing & Data Entry

• Receive, sort, and date‑stamp incoming invoices from subcontractors, suppliers and vendors.
• Accurately enter invoice details into the accounting system, including vendor name, invoice number, amount, due date and project code.
• Match invoices to purchase orders and packing slips (2‑way and 3‑way matching) under the supervision of the AP Specialist.
• Route invoices to appropriate project managers or department heads for approval.
• Follow up on outstanding invoice approvals to ensure timely payment.
• File and maintain organized digital and paper invoice records.

Payment Support

• Assist in preparing weekly cheque runs, EFT batches and wire transfer requests.
• Print, fold, stuff and mail vendor cheques as needed.
• Help reconcile payment batches against approved invoice lists.
• Maintain the AP filing system for paid and unpaid invoices.

Vendor Records & Communication

• Create new vendor profiles in the accounting system using completed vendor set‑up forms.
• Request and collect required documentation from vendors (W‑9/W‑8, banking info, insurance certificates, WSIB/WCB clearances).
• Update vendor records with changes to banking, contact information or remit‑to addresses.
• Respond to routine vendor inquiries about payment status and invoice receipt.
• Escalate complex vendor issues to the AP Specialist or AP Manager.

Construction‑Specific Support

• Assist in collecting lien waivers and statutory declarations from subcontractors prior to payment.
• Help maintain the holdback/retainage ledger by tracking amounts withheld from each subcontractor invoice.
• Support data entry for progress draw billings and AIA‑format invoices.
• Verify that vendor WSIB/WCB clearance certificates are on file and current.
• Apply appropriate project codes and cost codes to invoices under the guidance of the AP Specialist.

Reconciliation & Administrative Support

• Reconcile basic vendor statements and flag discrepancies for review.
• Assist with month‑end close by ensuring all invoices for the period are entered before cutoff.
• Help prepare AP aging reports and other routine reports as requested.
• Scan, file and archive supporting documentation for audit readiness.
• Provide administrative support to the accounting department as needed (mail handling, supply ordering, courier coordination).

Qualifications

Education

• College diploma or Bachelor’s degree in accounting or related field is preferred.
• Recent graduates and post‑secondary students are welcome to apply.

Experience

• 1–3 years of accounting, bookkeeping or office administration experience.
• Prior internship or co‑op placement in an accounting role is an asset.
• Construction or real estate industry exposure is a plus, but not required – training will be provided.

Technical Skills

• Working knowledge of Microsoft Office, especially Excel (basic formulas, sorting, filtering) and Outlook.
• Familiarity with any accounting software (QuickBooks, Sage, Yardi); Yardi is an asset.
• Comfortable with data entry and learning new digital tools.

Core Competencies

• Strong attention to detail and accuracy in data entry.
• Good organizational and time‑management skills.
• Ability to follow instructions and established procedures consistently.
• Positive attitude with willingness to learn and grow within the role.
• Professional written and verbal communication skills.
• Ability to maintain confidentiality of financial and vendor information.
• Reliable, punctual and dependable.

Salary Range

CAD$50,000 – $60,000 annually

Work Location

5 days on site

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