Accounts Payable

1. Area of Responsibility: Administration

2.2 Immediate Supervisor: Director of Business Development

2.3 Positions Reporting to This Role: None

• Objective:
  • Ensure timely and accurate processing of invoices and payments according to agreed terms with business partners.
  • Maintain positive relationships with vendors and service providers.
  • Optimize cash flow by scheduling payments efficiently and leveraging discounts.
  • Keep accurate and up-to-date records of all payables.
  • Ensure compliance with internal policies and external regulations.
  • Reconcile vendor accounts and resolve discrepancies promptly.
  • Support financial reporting with accurate data on liabilities and payment activities.
  • Assist in audit preparation by maintaining clear and organized records.
• Functions and/or Responsibilities:
• Review, code, and process invoices (fuel, maintenance, tolls, leases, services).
• Match invoices with purchase orders and delivery receipts.
• Schedule and process payments (checks, ACH, wire transfers).
• Maintain accurate records in the accounting system.
• Reconcile account statements and resolve discrepancies.
• Monitor overdue accounts and prioritize payments.
• Communicate with vendors regarding payments and clarifications.
• Collaborate with purchasing and operations for approvals.
• Perform bank and credit card reconciliations.
• Comply with internal policies and control standards.
• Assist with monthly and annual closing processes.
• Prepare weekly expense reports and predictive weekly expense reports.
• Authority
• Authorized to manage discrepancies during the execution of this process.
• High school diploma or equivalent (Associate’s or Bachelor’s degree in accounting, finance, or related field preferred)

• Basic knowledge of Quickbooks Online.
• Basic knowledge of Taleau or Power Bi

• Minimum 1 to 2 years of experience in accounting.