AP Specialist

About the Opportunity

Accounts Payable Communications & Vendor Support

• Monitor and manage designated Accounts Payable email inboxes and communication channels.
• Review incoming invoices and supporting documentation and ensure they are properly organized and processed.
• Respond to vendor inquiries related to:
  • Payment status
  • Remittance information
  • Invoice status
  • Account balances and inquiries
  • Payment requests
• Follow up with vendors to obtain missing information or documentation required for invoice processing.
• Monitor the Accounts Payable telephone queue and respond to AP-related inquiries.
• Escalate or redirect inquiries to the appropriate internal department when required.

Invoice Processing & Data Entry

• Process Accounts Payable invoices accurately and within established timelines.
• Receive, organize, and electronically file invoices received through various channels.
• Maintain organized invoice records by vendor, legal entity, and supporting documentation.
• Enter invoices into the company's accounting/ERP system and ensure they are coded and assigned to the appropriate entity and business unit.
• Process both:
  • Non-purchase order invoices
  • Purchase order invoices for goods or services that have been received
• Verify invoices for accuracy, including vendor information, amounts, coding, supporting documentation, and purchase order details.
• Attach invoices and supporting documentation to the appropriate accounting records.
• Route invoices through the applicable approval workflow.
• Monitor outstanding approvals and follow up with internal stakeholders when required.
• Post approved invoices in the accounting system.
• Work closely with internal departments and vendors to resolve discrepancies and ensure timely invoice processing.

Accounts Payable Aging & Payment Processing

• Prepare Accounts Payable aging reports and payment schedules in accordance with established procedures.
• Extract and organize AP data for payment review.
• Review outstanding invoices and identify payments requiring prioritization based on:
  • Due dates
  • Vendor requirements
  • Payment terms
  • Business priorities
  • Available funding
• Provide relevant notes and supporting information to assist management with payment decisions.
• Submit AP aging and payment reports for management review and approval.
• Process approved payment transactions for applicable payment runs and entities.
• Maintain accurate payment records and supporting documentation.
• Provide remittance details to vendors following payment processing.
• Respond to vendor inquiries regarding payment status and provide remittance documentation when required.

Corporate Credit Card Administration & Reconciliation

• Record corporate credit card transactions accurately and within established deadlines.
• Reconcile credit card accounts to ensure all transactions are properly recorded and supported.
• Monitor available credit limits across company cardholders.
• Identify potential funding or credit-limit issues in advance.
• Communicate anticipated funding requirements to management and assist with ensuring sufficient credit is available.

Fleet & Operating Expense Payment Monitoring

• Monitor company fleet and operating expense accounts for upcoming payment and funding requirements.
• Review available balances and anticipated payment activity.
• Provide advance notification to management when additional funding is required.
• Follow up to ensure funding transfers are completed within required timelines.

Monthly Reconciliations & Financial Controls

• Complete monthly reconciliation of the Accounts Payable subledger to the General Ledger.
• Investigate and resolve discrepancies between AP records and the General Ledger.
• Ensure outstanding balances and transactions are accurately recorded and properly supported.
• Prepare account reconciliations for management review and approval.
• Maintain appropriate documentation to support reconciliations, month-end close, and financial reporting.
• Assist with maintaining effective AP controls and procedures.

Purchase Order & Receiving Coordination

• Work closely with Purchasing, Inventory, Operations, and other internal teams to monitor purchase orders requiring invoicing.
• Prepare and distribute reports identifying outstanding purchase orders that have not yet been received or invoiced.
• Identify purchase orders where receiving or invoicing may be delayed.
• Follow up with appropriate internal stakeholders to resolve outstanding items.
• Assist with vendor and logistics follow-up to ensure:
  • Goods and services are received within expected timelines.
  • Purchase orders are properly received in the system.
  • Vendor invoices are obtained.
  • Invoices can be processed and paid within established payment terms.
• Ensure purchase order and AP records remain accurate and up to date.

General Accounts Payable Responsibilities & Internal Controls

• Maintain accurate, complete, and well-organized Accounts Payable records across multiple entities or business units.
• Ensure invoices and supporting documentation are processed in accordance with company policies and procedures.
• Maintain confidentiality and security of financial information.
• Ensure AP transactions are entered accurately and within required deadlines.
• Communicate effectively with vendors, management, and internal departments to resolve issues and prevent payment delays.
• Proactively identify outstanding invoices, discrepancies, duplicate payments, and potential payment issues.
• Assist with improving AP processes, procedures, reporting, and internal controls.
• Provide support for AP reporting, audits, month-end/year-end activities, and other financial requirements as requested.

About You

· 2+ years of full cycle AP experience

· Great communications skills

Pay Range

$25 - $29 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 # 304162

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.

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.

Representation Notice

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.

For residents of Ontario, Canada: Based on Highspring’s discussions with its Client, Highspring’s understanding is that this position for employment is a current vacancy (either through Highspring as a contractor or with the client directly).

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.

Additionally, 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. More details about Vaco by Highspring’s use of AI can be found here (https://www.highspring.com/ai-use-notices/). Further assessment of candidates beyond this initial phase will be conducted by recruiters and hiring managers. Vaco by Highspring does not know and cannot opine on if its client’s use of AI products in hiring.

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.