Accounts Payable Administrator

Full-Time | Hybrid | Edmonton, AB
$45,000-55,000/year

About the Role

Our client is seeking an Accounts Payable Administrator to join its finance team on a 1-year term contract, with the potential for extension depending on business needs. This role has become available as the current employee transitions into another internal position, leaving this role vacant.

The successful candidate will support a high-volume accounts payable function, working closely with the Controller and the AP team to ensure accurate and timely invoice processing, vendor payments, and financial record maintenance.

The position is based out of the Edmonton office, with a hybrid work option available after training.

Details

Job Title: Accounts Payable Administrator
Position Type: 1 year Contract (Potential for Extension)
Compensation: $45,00-55,000/year
Start Date: Immediate

Key Responsibilities

• Accounts Payable Processing

  • Review, verify, and process 30–50 vendor invoices per day for accuracy, proper approval, and correct account coding.

  • Perform three-way matching of purchase orders, receiving documents, and invoices (not paperbased).

  • Coordinate with Purchasing and Vendors to obtain purchase orders and receiving documentation.

• Vendor Payments

  • Prepare and process scheduled weekly/bi-weeklypayment runs, including:

    • o Cheques

    • EFT

    • ACH

    • Wire transfers

    • Credit card payments

  • Code payments to appropriate GL accounts.

  • Manage payments for 600+ vendorsand suppliers with invoice values ranging from $100 – $100,000 and 30-day payment terms.

• Vendor Reconciliations & Inquires

  • Reconcile vendor statements daily/weekly.

  • Respond to 15–50 vendor inquiries per day, primarily related to payment status.

  • Manage and maintain ownership of the Accounts Payable inbox.

• Accounts Payable Records

  • Maintain accurate and well-organized AP records within the Sampro ERP system, including digital documentation management.

• Month-End Close Support

  • Assist with month-end close activities, including:

    • Accrual reporting

    • Generating Accounts Payable aging reports

  • Bank reconciliations are not required.

• Payment Monitoring

  • Monitor accounts to ensure payments are issued according to agreed-upon vendor terms, using reporting tools.

• Invoice Discrepancy Resolution

  • Investigate and resolve invoice discrepancies related to pricing, quantities, or contract terms.

  • Approximately 5–10% of invoices may contain discrepancies.

  • Escalate unresolved issues to the Controller when required.

• Employee Expense Processing

  • Process approximately 100 employee expense reports per month.

  • Expense submission process:

    • Employees submit receipts, purpose, and project or GL codes

    • Managers review and approve expenses

    • Finance verifies coding, policy compliance, and flags exceptions before reimbursement.

• Audit Support

  • Support internal and external audits by providing required documentation and explanations.

  • Next scheduled audit: February 2027.

• Process Improvement

  • Identify opportunities for process improvements and automation to increase efficiency and reduce manual tasks.

The Ideal Candidate

• Minimum 2+ years of experience in Accounts Payable or a related accounting role.

• Strong understanding of accounts payable processes, including invoice processing, three-way matching, and payment execution.

• Experience working with accounting or ERP systems.

• Proficiency with Microsoft Excel and Microsoft Office applications.

• Strong attention to detail with the ability to maintain accuracy while managing multiple priorities and deadlines.

• Excellent organizational and time management skills.

• Ability to communicate clearly and professionally with internal teams and external vendors.

• Strong problem-solving skills with the ability to investigate discrepancies and drive resolutions.

• Experience supporting month-end close activities and audits preferred.

• Familiarity with expense report processing and internal controls is considered an asset.

• Systems & Tools

  • ERP System: Sampro (Experience not required)

  • Microsoft Office: Excel and other Microsoft Office applications

Work Environment & Schedule

• Office Location: Edmonton, AB

• Hybrid Schedule:

  • Monday & Friday: Work from home (optional)

  • Tuesday – Thursday: Work from office

• Training Period:

  • Initially fully in-office

  • Approximately 2 weeks for candidates with similar background/industry experience (potentially less depending on experience)

  • Additional training support will be provided by the current employee before transition

• Hours of Operation

  • Finance department hours operate on a flexible schedule between 7:00 AM – 6:00 PM

  • Typical schedule examples:

    • 8:00 AM – 4:30 PM with a lunch break

    • 8:00 AM – 4:00 PM without a lunch break

  • Standard department operating hours: 8:00 AM – 5:00 PM

• Team & Culture

  • The Accounts Payable team currently includes 2 additional team members (one in Edmonton).

  • Invoices are distributed approximately 70/30 across the team.

  • The team operates in a collaborative cubicle setting and maintains a friendly, supportive environment.

  • Gateway Mechanical regularly hosts company-wide events, including:

    • Company BBQs

    • Breakfast events

    • Weekly Thursday popcorn hosted by the company committee

  • Dress Code: Business casual.