Accounts Payable Administrator (Hybrid)

About the Role

Scandinavian Building Services, a well-established leader in retail and commercial cleaning across Canada since 1982, is seeking an Accounts Payable Administrator to join their team. Rooted in the core values of Service, Motivate, Respect, and Connect, this role supports the company’s continued growth by managing invoice processing efficiently and ensuring adherence to proper accounting protocols.

Key Responsibilities

• Examine supplier and vendor invoices to verify accuracy and alignment with assigned purchase orders, then process these invoices using Sage accounting software, including handling adjustment entries.
• Manage chargebacks by processing them to the designated owner-operators and collaborate with the Account Manager to resolve related disputes.
• Conduct regular reconciliations of vendor statements to detect and address any unprocessed invoices.
• Investigate errors on invoices and communicate with vendors and the procurement department to facilitate timely corrections.
• Input manual adjustments involving vendor credit or debit notes, handle invoices related to CERTN employee background checks, and coordinate with AP Leads on dispute-related adjustments.
• Participate in bi-weekly meetings with the Procurement Team to monitor and address backlog items and unresolved invoices.
• Provide support for other accounts payable responsibilities as necessary.
• Collaborate with Leasing AP and Fixed Asset AP teams as part of cross-functional duties.
• Perform additional tasks as required in the role.

Qualifications and Skills

• At least one year of experience in accounts payable and general accounting is preferred.
• Familiarity with bookkeeping procedures and full-cycle accounting processes.
• Proficiency with Sage 300 accounting software and Microsoft Excel is advantageous.
• Exceptional attention to detail and commitment to accuracy.
• Excellent organizational capabilities and strong skills in managing information.
• Effective problem-solving and analytical abilities.
• Capacity to work independently with a proactive, self-motivated attitude.
• Ability to collaborate effectively as part of a team.
• Professional and courteous communication skills with both internal teams and external contacts.
• Strong administrative and computer skills.
• Post-secondary education in accounting is considered an asset.

Work Hours

The position requires availability Monday through Friday from 8:00 AM to 4:30 PM, including a one-hour lunch break split into 30 minutes paid and 30 minutes unpaid.

Interview Process

• A 20-minute preliminary telephone interview with a recruiter.
• An assessment lasting 40 minutes to one hour covering soft skills and personality evaluation.
• A 30-minute video interview via MS Teams with the Hiring Manager and the direct Supervisor.