Accounts Payable Coordinator

Why Join Mattr?

• Flexible health, dental & vision benefits with HSA rollover
• Employer-paid Life, AD&D, and Disability insurance
• Attractive incentive bonus plans
• 24/7 Employee & Family Assistance Program (EFAP)
• Wellness and mental health support programs
• Exclusive discounts (Perkopolis & GoodLife Fitness)

Job Summary:

We are seeking a detail-oriented and organized Accounts Payable (AP) Coordinator to join our finance team. The AP Coordinator will be responsible for managing the day-to-day operations of the accounts payable function, ensuring accurate and timely processing of invoices, expense reports, and payments. This role requires strong attention to detail, excellent communication skills, and the ability to work collaboratively with internal departments and external vendors. The ideal candidate will have a solid understanding of accounting principles and experience with financial systems and invoice processing.

Responsibilities:

• Reviewing, sorting, organizing and matching invoices for payment
• Obtaining and monitoring Invoices (includes submitted invoices in inbox, pulling from online accounts, Pagero invoices and all other sources of invoices)
• Processing A/P invoices/credit notes on a timely manner
• Checking for accuracy, completeness/accuracy of supporting documents and securing approval of all A/P entries
• Processing A/P invoices by manually entering coding or by matching invoices to purchase orders
• Differences between the purchase order and the invoice are flagged, researched and resolved prior to entry.
• Working in Employee Expense System (Concur) to review expense reports compliance and upload into accounting system

Payment Runs:

• Running weekly CAD/USD Cheque Run
• Printing cheques, obtaining signatures, and releasing cheques for payment
• “Positive Pay” bank transmissions upload
• Setting up CAD/USD wire and ACH/ETF payments
• Initiating ACH/Wire payment in the bank
• Ensuring vendors/suppliers are paid within established time limits including maintenance of priority payment schedules.
• Mailing payments to the address of record. Some payments may involve special handling rush processing, such as overnight shipments or picked up in person
• Managing payment based on approved cash forecast/weekly payment budget amount

Vendor Management:

• Responding to supplier and/or purchaser concerns in a timely and courteous manner.
• Verifying vendor accounts by reconciling monthly statements and related transactions.  Implementing action as required to complete the reconciliation.
• Processing vendor request for new set-up or amendments.  Ensuring complete and accurate back up for ticket submission

Reconciliation and Reporting:

• Reconciling and reporting account discrepancies by investigating documentation; implementing required corrections, preparing and entering adjustments as necessary
• Missing, duplicate and long outstanding cheques (stale dated) and vendor invoices need to be investigated, and necessary adjustments made.
• Received not invoiced analysis and processing
• Reviewing duplicate payments and conduction proper action as required
• Other duties as assigned including participation in internal and external audits.
• Month end duties and Ad hoc projects as required
• Internal and external audits
• Update job knowledge by participating in educational opportunities

Special Skills Required:

• Extensive knowledge and training in Accounts Payable. 
• Need a good understanding and must keep current on accounting practices.
• Strong customer service and communication skills.
• Strong organizational skills, ability to manage multiple projects simultaneously with interruptions and without sacrificing accuracy and attention to detail.
• Experience with computerized accounting systems and other programs, including word processing and spreadsheets, preferably Windows.
• Understanding and respect for confidential information.
• IFS ERP knowledge is an asset.