AP Coordinator

Our client is a privately held commercial real estate company established in Toronto in 1974. They are seeking an Accounts Payable Coordinator to take ownership of hands-on accounts payable across multiple entities. The initial priority is accurate, timely AP processing from invoice receipt through the approved payment cycle. Accounts receivable, rent administration, tenant and customer payments, and related support will be added progressively as competency and capacity develop. AP and AR will remain the ongoing core of the position, with additional responsibilities assigned according to demonstrated capability and business needs.

• Accounts payable. Manage the AP inbox; review, code, enter and file invoices against supporting documentation, purchase orders and required approvals, including GST/HST registration checks.
• Payments and vendor administration. Prepare payment batches for management approval, process authorized payments and issue payment notifications. Maintain accurate vendor records and independently verify banking details under established controls.
• Account accuracy. Reconcile vendor statements and account balances; follow up on missing documents, credits and discrepancies, and escalate unresolved items to the appropriate person.
• Accounting entries. Record credit-card transactions, credit notes and approved tenant chargebacks to the correct entity, property and account, with complete supporting records.
• Accounts receivable. Progressively assume billing, rent administration, tenant and customer receipts, cash application, account reconciliation and collections follow-up under established procedures.
• Records and communication. Maintain organized financial records in SharePoint and other approved systems. Respond clearly and professionally to accounting and payment inquiries from vendors, tenants and internal teams.
• Technology and process improvement. Use approved digital and AI tools, validate outputs, recommend improvements and assist with testing and implementing management-approved workflows. Maintain clear procedure documentation.
• Additional support. Assist with selected reconciliations, schedules and other accounting tasks as assigned. Secondary administrative responsibilities may include tenant and vendor compliance tracking and follow-up, together with lease and service-contract record administration, based on capability, capacity and business needs.

Requirements

• 3-5+ years of hands-on accounts payable experience, including responsibility for invoice intake, coding, approvals and payment preparation or processing.
• Meaningful exposure to accounts receivable, cash application, tenant payments or billing, with an interest in continuing to own AP and AR responsibilities.
• Direct commercial real estate or property-management experience supporting office, retail or industrial properties.
• Experience working across multiple companies, properties and vendor accounts, with sound bookkeeping fundamentals and account-reconciliation skills.
• QuickBooks experience preferred, whether Online or Desktop. Strong Yardi or other ERP experience will also be considered where accounting knowledge and systems adaptability are demonstrated.
• Working knowledge of Microsoft 365, including Excel, Outlook and SharePoint, with the ability to maintain organized digital records and learn new systems.
• A post-secondary diploma or degree in accounting, finance or business administration. Relevant professional bookkeeping certification (such as CPB) is an asset.
• Strong attention to detail, organization and follow-through, with the ability to prioritize recurring deadlines, work independently and apply feedback.
• Professional written and verbal English communication skills, including the ability to explain accounting matters clearly and prepare concise correspondence for internal and external stakeholders.
• Comfort using approved technology and AI tools, with sound judgment in protecting confidential information, validating outputs and following established controls.

Additional Information:

The Mason Group is committed to fostering a diverse, inclusive, and accessible recruitment process. We welcome applicants from all qualified candidates. Accommodations are available upon request for candidates participating in all stages of the recruitment process, in accordance with the Accessibility for Ontarians with Disabilities Act (AODA).

This role is for an immediate vacancy, and we are actively hiring.

Technology-assisted screening tools including AI may be used during the recruitment process; however, all applications are reviewed by our Consultants.

TMGNY