Accounts Payable Specialist, Subcontracts

Are you process driven and detail oriented? Does being part of an organization that helps build multi-million dollar projects excite you? Take the leap and make your mark at Plan Group!

Key Responsibilities:

Invoice & Payment Management

• Process all subcontractor invoices in the system accurately and on time.
• Review subcontractor statements and provide regular updates on payment status.
• Reconcile discrepancies between invoices, contracts, and purchase orders.
• Ensure statutory declarations (stat decs) are received and verified prior to releasing payments.
• Review progress billing and schedule of values to ensure accuracy and alignment with contractual terms.
• Confirm proper approvals are in place prior to processing payments.

Compliance & Documentation

• Maintain updated safety documentation for all subcontractors.
• Track expiry dates and proactively request renewals for expired safety documents.
• Ensure all required compliance documents are received and properly filed.
• Support subcontractor onboarding and ensure documentation is complete and organized.

Administrative & Team Support

• Maintain organized records of invoices, payments, compliance documents, and correspondence.
• Assist in continuous improvement initiatives within the subcontracts process.
• Collaborate with project managers, procurement, and accounting teams to ensure smooth workflow and issue resolution.

Our ideal candidate has:

• College/University Diploma in Accounting, Business Admin or relevant experience
• Minimum two (2) year of experience in finance administration
• Advanced knowledge of Microsoft Office, especially Excel
• Exposure to Microsoft Dynamics an asset.
• Time management and organizational skills.
• Strong organizational and time management skills.
• Excellent problem-solving and analytical abilities.
• Strong communication skills and ability to work collaboratively across departments.
• Familiarity with construction documentation such as stat decs, schedules of values, and safety compliance.