Accounts Payable Administrator

Job Title : Accounts Payable Administrator

Location : Vancouver, BC (Hybrid)

Reports To : Accounts Payable Supervisor

Primary Purpose

The Accounts Payable Administrator works under the direction of the Accounts Payable Supervisor and is responsible for acquiring and processing invoices efficiently and promptly, assisting in account reconciliation, and overseeing payments to vendors and employees.

The position demands a meticulous approach to detail, proactive problem-solving, and the ability to navigate a complex and dynamic role while maintaining a high standard of professionalism and accuracy.

The ideal candidate will demonstrate a comprehensive understanding of accounts payable processes and accounting principles, exceptional analytical skills, and foster compliance with company policies and procedures.

Specific Responsibilities

• Execute the full-cycle accounts payable process.
• Manage accounts payable function to ensure the internal policies are followed, including invoice approvals, invoice codes, and payment setup.
• Match the vendor statements with the data obtained from the system and ensure reconciliations are done on time.
• Meticulously execute various financial tasks within the Finance Division, such as general data entry and managing the accounts payable function, including processing invoices, cheque requisitions, coding invoices, journal entries, and inter-departmental invoices.
• Thoroughly review, verify, and book employee expenses within payroll deadlines to efficiently process expense reimbursements.
• Verify and record monthly pre-authorized payment transactions from bank accounts to support account reconciliations.
• Review and upload monthly credit card transactions and ensure accuracy.
• Monitor the accounts payable email account closely and ensure timely responses to inquiries from other departments and suppliers, including expense codes, payment status, invoice approval, etc. portal.
• Assist other functions within the Finance department, such as Student Services and Account Receivables.
• Ensure the accuracy and timeliness of payment runs (EFT & Wire), adhering to established payment schedules and verifying the completeness of payment documentation.
• Assign appropriate GL codes to individual line items of invoice and expense reports, ensuring alignment with the organization’s charts of accounts.

Additionally, ensure proper allocation of invoices to relevant intercompany entities.

• Facilitate precise expense allocation to the respective departments for every transaction in adherence with a budget.
• Support month-end closing by overseeing employee / supplier ageing reports and reconciling accounts payable ledgers.
• Assist annual audit reviews by maintaining the completeness of accounts payable records and collaborating with the GL team to facilitate thorough examination of financial documentation and processes.
• Participate in the development of policies and procedures for accounts payable and employee reimbursement, ensuring consistency with current practices.
• Participate in ERP implementation and automation with respect to Accounts Payable.
• Contribute to the achievement of strategic goals by proactively identifying opportunities for potential process improvements within the accounts payable function.
• Play a key role in cash flow management by overseeing payment schedules, optimizing cash utilization, and ensuring adherence to budgetary guidelines.
• Manage multiple tasks, addressing challenges in a dynamic environment and ensuring compliance with the regulations.
• Perform other duties assigned as and when required.

Position Requirements

To be successful in this role with the Finance team, individuals must be committed to developing, maintaining, and demonstrating the following :

Competencies :

• Demonstrate a meticulous approach to reviewing invoices, expense reports and financial records to ensure accuracy.
• Effective verbal and written communication to liaise with vendors and team members.
• Prioritize tasks effectively within a fast-paced environment to meet deadlines and contribute to the efficiency of the accounts payable function.
• Excellent planning and organizational skills and ability to work independently with minimal supervision.
• Ability to analyze data, identify patterns and resolve discrepancies in accounts payable transactions.
• Flexibility to adapt to changes in organizational processes.
• Uphold a high level of confidentiality when handling sensitive financial information.

Education and Experience :

• Bachelor’s degree in Finance or Accounting.
• 2 - 3 years of progressive experience in accounts payable.
• Pursuing a CPA is an asset.
• Intermediate MS Excel Skills (Pivot Tables / Formulas / V-Lookups).
• Proficient in accounting software and ERP systems.
• Excellent communication and teamwork skills.

We greatly appreciate your time and efforts in applying for the position at UCW, however, please note only successful candidates will be contacted.

University Canada West is strongly committed to equity, diversity and inclusivity within its community and especially welcomes applications from racialized persons / persons of colour, women, Indigenous / Aboriginal People of North America, persons with disabilities, LGBTQ2S+ persons and others who may contribute to the further diversification of ideas.

The University recognizes that applicants may have had obligations outside of work that have negatively impacted their record of achievements (e.

g., parental, elder care and / or medical). You are not required to disclose these obligations in the hiring process. If you choose to do so, the University will ensure that these obligations do not negatively impact the assessment of your qualifications for the position.

If you require any accommodations at any point during the application and hiring process, please include this note in your application.