Accounts Payable & Receivable Specialist

About the Opportunity

Accounts Receivable:

• Document daily collections activity, including updating account status records and collection efforts.
• Contact customers regularly regarding outstanding balances and payment status.
• Collect payments from customers based on agreed-upon terms and conditions.
• Achieve established collection and aging targets.
• Exercise discretion and judgment when negotiating payment arrangements.
• Investigate account discrepancies, billing issues, and customer disputes.
• Perform account and payment reconciliations.
• Process customer payments and supporting documentation in QuickBooks or other accounting systems.
• Generate and distribute invoices, statements, and payment reminders.
• Monitor customer credit limits and recommend account holds when necessary.
• Respond to customer and internal inquiries regarding account balances and payment history.
• Participate in meetings with sales, service, and operations teams to discuss customer accounts and collections strategies.
• Prepare aging reports and collection summaries for management.
• Maintain accurate customer account records and documentation.
• Process customer refunds and credit memos as required.

Accounts Payable:

• Review, verify, and process vendor invoices accurately and in a timely manner.
• Match invoices to purchase orders, contracts, and receiving documentation.
• Ensure proper coding and approval of invoices before payment processing.
• Prepare and process weekly, bi-weekly, and monthly payment runs via cheque, EFT, wire transfer, and other payment methods.
• Reconcile vendor statements and investigate discrepancies.
• Respond to vendor inquiries regarding payment status and account balances.
• Establish and maintain positive working relationships with vendors and suppliers.
• Monitor payment schedules to ensure timely payments and avoid late fees.
• Maintain accurate vendor records, files, and supporting documentation.
• Process employee expense reports in accordance with company policies.
• Assist with vendor onboarding and collection of required tax and payment documentation.
• Coordinate with internal departments to resolve invoice and purchasing discrepancies.
• Assist with month-end and year-end closing activities, including accruals and AP reconciliations.
• Ensure compliance with company policies, internal controls, and accounting procedures.

General Accounting & Administrative Functions:

• Prepare reports, analyses, and financial records for management and other stakeholders as required.
• Assist with account reconciliations, including balance sheet accounts and general ledger maintenance.
• Prepare, post, and maintain recurring and adjusting journal entries.
• Reconcile, prepare, and submit federal and provincial sales tax filings.
• Assist in the preparation of month-end, year-end, and audit working papers, providing supporting documentation as required.
• Ensure financial transactions are recorded accurately and in compliance with generally accepted accounting principles (GAAP) and company policies.
• Support internal and external audits by providing requested financial records and documentation.
• Maintain the confidentiality and security of all financial, business, and employee information.
• Identify and implement opportunities to improve accounting processes, internal controls, and operational efficiencies.
• Participate in special projects, system improvements, and other accounting or administrative initiatives as assigned.
• Perform other related duties as required.

About You

• 3+ years of experience in a combined Accounts Receivable and Accounts Payable role.
• Post-secondary education in Accounting, Finance, Business, or a related field preferred.
• Strong knowledge of accounting principles, billing processes, collections, and accounts payable procedures.
• Experience processing high-volume transactions accurately and efficiently.
• Proficiency with QuickBooks or similar ERP/accounting systems.
• Advanced proficiency in Microsoft Excel and working knowledge of Word and Outlook.
• Strong attention to detail and accuracy.
• Excellent analytical and problem-solving skills.
• Comfortable handling difficult conversations while maintaining professionalism.
• Ability to prioritize workload and meet deadlines in a fast-paced environment.
• Strong verbal and written communication skills.
• Ability to work independently with minimal supervision.
• Experience with customer and vendor portals is considered an asset.
• Demonstrated commitment to ethical business practices and confidentiality.
• Strong organizational, planning, and time-management skills.
• Collaborative team player with a positive attitude and commitment to continuous improvement.

Pay Range

$60,000 - $80,000 per year

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 # 305343

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.