AP Specialist

About the Opportunity
Invoice Processing & Payment Administration

• Review, validate, and process supplier invoices, credit memos, and debit adjustments, ensuring transactions are accurately recorded in the appropriate accounting period.
• Verify that invoices are supported by the required documentation, including purchase orders, bills of lading, delivery receipts, and approvals prior to processing.
• Ensure all invoices and supporting documentation are accurately maintained within the organization's accounting system.
• Assign appropriate general ledger accounts and cost centres for all operating and service-related expenditures.
• Prepare and process electronic funds transfers (EFTs), wire payments, and cheque runs in accordance with payment schedules.
• Apply payments accurately to vendor accounts and reconcile outstanding balances, credits, and payment discrepancies.
• Assist with weekly and monthly cash flow planning by preparing payment forecasts and monitoring upcoming obligations.

Vendor & Expense Administration

• Maintain complete and organized accounts payable records, including invoices, payment confirmations, and supporting documentation.
• Administer corporate credit card reconciliations, ensuring all transactions are properly supported and recorded.
• Process employee expense reimbursements with accurate coding to the appropriate general ledger accounts and cost centres.
• Investigate and resolve invoice discrepancies, pricing issues, and payment-related inquiries.
• Respond to vendor requests promptly while maintaining vendor master records and account information.

Financial Reporting & Reconciliations

• Reconcile accounts payable sub-ledger balances to the general ledger and investigate outstanding variances.
• Support month-end and year-end closing activities by preparing reconciliations and assisting with accruals for unbilled goods and services.
• Provide documentation and schedules required for internal and external audit requests.
• Monitor outstanding liabilities to ensure vendors are paid accurately and within agreed payment terms.

Process Improvement & Compliance

• Deliver timely and professional communication to vendors and internal stakeholders regarding payment status and account inquiries.
• Maintain appropriate controls over cheque stock, payment processing, and financial documentation to ensure compliance with internal policies.
• Build and maintain strong working relationships with vendors and cross-functional departments to facilitate efficient invoice processing and issue resolution.
• Identify opportunities to improve accounts payable workflows, enhance automation, and strengthen internal controls.
• Participate in finance system enhancements, implementations, and process improvement initiatives.
• Perform additional accounting and administrative responsibilities as assigned by the Financial Controller.

About You

• 5 years of full cycle AP experience
• Intermediate excel is a must
• Manufacturing background is a must

Pay Range
$25- $30 per hour

How to Apply
Click the “Apply Now” button and follow the instructions to submit your resume. Please know that we only accept documents in MS Word or Rich Text formats. When referencing this job, quote # 481993
This position for employment is for a current vacancy with Vaco/Highspring’s client. You must currently reside within the Greater Toronto Area and be permitted to work in Canada to be considered for this opportunity. A recruiter will be in touch with you if your profile meets our client’s requirements for this role.

Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including but not limited to the individual’s skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting. The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company’s 401(k) retirement plan. Additional disclaimer: Unless otherwise noted in the job description, the position Vaco/Highspring is filing for is occupied. Please note, however, that Vaco/Highspring is regularly asked to provide talent to other organizations. By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions. Submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. Further assessment of candidates beyond this initial phase within Vaco/Highspring will be otherwise assessed by recruiters and hiring managers. Vaco/Highspring does not have knowledge of the tools used by its clients in making final hiring decisions and cannot opine on their use of AI products.

Vaco by Highspring values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.

EEO Notice

Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.

Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com .

Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.

By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.

Privacy Notice

Vaco by Highspring and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco by Highspring”) respects your privacy and are committed to providing transparent notice of our policies.

• California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here.
• Virginia residents may access our state specific policies here.
• Residents of all other states may access our policies here.
• Canadian residents may access our policies in English here and in French here.
• Residents of countries governed by GDPR may access our policies here.

Pay Transparency Notice

Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:

• the individual’s skill sets, experience and training;
• licensure and certification requirements;
• office location and other geographic considerations;
• other business and organizational needs.

With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.