Accounts Payable Clerk

Position Summary  The Accounts Payable Clerk provides essential support to the accounting team by accurately processing invoices, maintaining vendor records, and assisting with payment runs in a fast-paced construction or real estate development environment. This role is ideal for someone starting their accounting career who is detail-oriented, organized, and eager to learn construction-specific accounting practices such as job costing, holdback tracking.

etc. This role reports to Accounts Payable Specialist / Project Accountant.

Key Responsibilities    Invoice Processing & Data Entry   Receive, sort, and date-stamp incoming invoices from subcontractors, suppliers, and vendor
Accurately enter invoice details into the accounting system, including vendor name, invoice number, amount, due date, and project code
Match invoices to purchase orders and packing slips (2-way and 3-way matching) under the supervision of the AP Specialist
Route invoices to appropriate project managers or department heads for approval
Follow up on outstanding invoice approvals to ensure timely payment
File and maintain organized digital and paper invoice records

Payment Support   Assist in preparing weekly cheque runs, EFT batches, and wire transfer requests
Print, fold, stuff, and mail vendor cheques as needed
Help reconcile payment batches against approved invoice lists
Maintain the AP filing system for paid and unpaid invoices

Vendor Records & Communication   Create new vendor profiles in the accounting system using completed vendor setup forms
Request and collect required documentation from vendors (W-9/W-8, banking info, insurance certificates, WSIB/WCB clearances)
Update vendor records with changes to banking, contact information, or remit-to addresses
Respond to routine vendor inquiries about payment status and invoice receipt
Escalate complex vendor issues to the AP Specialist or AP Manager

Construction-Specific Support   Assist in collecting lien waivers and statutory declarations from subcontractors prior to payment
Help maintain the holdback/retainage ledger by tracking amounts withheld from each subcontractor invoice
Support data entry for progress draw billings and AIA-format invoices
Verify that vendor WSIB/WCB clearance certificates are on file and current
Apply appropriate project codes and cost codes to invoices under the guidance of the AP Specialist

Reconciliation & Administrative Support   Reconcile basic vendor statements and flag discrepancies for review
Assist with month-end close by ensuring all invoices for the period are entered before cutoff
Help prepare AP aging reports and other routine reports as requested
Scan, file, and archive supporting documentation for audit readiness
Provide administrative support to the accounting department as needed (mail handling, supply ordering, courier coordination)

Qualifications    Education   College diploma or Bachelor’s degree in accounting, or related field is preferred
Recent graduates and post-secondary students welcome to apply

Experience   1–3 years of accounting, bookkeeping, or office administration experience
Prior internship or co-op placement in an accounting role is an asset
Construction or real estate industry exposure is a plus, but not required — training will be provided

Technical Skills   Working knowledge of Microsoft Office, especially Excel (basic formulas, sorting, filtering) and Outlook
Familiarity with any accounting software (Quick Books, Sage, Yardi), especially Yardi is an asset
Comfortable with data entry and learning new digital tools

Core Competencies   Strong attention to detail and accuracy in data entry
Good organizational and time management skills
Ability to follow instructions and established procedures consistently
Positive attitude with a willingness to learn and grow within the role
Professional written and verbal communication skills
Ability to maintain confidentiality of financial and vendor information
Reliable, punctual, and dependable

Salary Range  CAD $50,000 - $60,000 annually
Work Location  5 days on site
Vacancy Status  This job posting is for an open vacancy.
Use of Artificial Intelligence  Artificial intelligence (AI) may be used throughout the recruitment process, including resume screening, candidate assessment, and selection, to ensure efficiency and alignment with job requirements.

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