Accounts Payable & Receivable Clerk

The Accounts Payable & Receivable Clerk performs a broad range of accounting and administrative functions. Duties include but are not limited to:

Prepare monthly bank reconciliations for 20+ trust and operating accounts

Complete all reconciliations within 1 business day after month end

Post auto-withdrawn invoices and payments into Entrata to match bank statements on a timely basis

Record monthly bank charges and credit interest transactions for trust accounts

Scan, upload, and file approved reconciliation packages per records retention policy

Accounts Receivable & Tenant Payment Processing

Process monthly rent roll for assigned portfolio of properties

Post cheques, direct deposits, and PAD payments to tenant accounts accurately in Entrata

Deposit received rent cheques using Remote Deposit Capture (RDC)

Prepare and reconcile pre-authorized debit (PAD) reports for Property Manager review and approve

Finalize PAD batches in Entrata for the following month's rent withdrawals

Apply recurring charges and update tenant accounts accurately each month

Process and resubmit one-time authorized withdrawals when PAD payments are returned

Reconcile tenant ledgers and resolve discrepancies

Prepare tenant chargeback invoices as required

Receive, review, and enter vendor invoices into Entrata for accuracy and approval

Process utility invoices including BC Hydro, FortisBC, ATCO, Telus, Shaw/Rogers, municipal utilities, and waste management

Obtain invoices from vendor portals (e.g. Home Depot) and enter into Entrata

Finalize approved invoices for payment processing

Print cheques and support accounts payable disbursements as required

Process in-house recharge invoices (e.g. GPPS, Entrata recharge for buildings)

Respond to vendor inquiries regarding invoice status and payment timelines

Support vendor setup and maintenance in the accounting system

Assist with GL code review and reclassification of incorrectly coded transactions

Journal Entries & Financial Transactions

Prepare and post journal entries for parking revenue, hydro charges, mortgage payments, loan payments, and other recurring financial transactions

Process owner distribution invoices for assigned properties

Process ground rent and property tax installment invoices

Record credit card expenses into Entrata and ensure accuracy in bank reconciliations

Record and deposit laundry income and other miscellaneous revenue through Entrata and RDC

Process Trans Link invoices on a recurring schedule (daily, monthly, quarterly, semi-annually, and annually)

Property Tax & Utility Account Administration

Obtain property tax notices from municipalities and property owners

Confirm and document payment status via municipal websites and Share Point

Maintain utility accounts across portfolio (open/close accounts, enroll/stop Auto-Withdraw and eBilling)

Ensure all auto-withdrawn utility expenses are properly recorded and reconciled

Reporting, Documentation & Administrative Support

Download and organize invoice attachments for assigned properties monthly

Scan and upload financial documents to SharePoint for record retention

Assist Property Managers with Common Area Maintenance (CAM) charge entry

Provide accounting support to Property Managers and internal staff as required

Support colleagues on accounting processes and procedures

Manage and respond to email correspondence in a timely and professional manner

Other tasks as assigned

THE QUALIFICATIONS
The Accounts Payable/Receivable Clerk has:

Up to 2 years of related accounting or bookkeeping experience, preferably in property management

Solid understanding of accounts payable, accounts receivable, and basic accounting principles

Experience with property management software (Entrata preferred) or comparable platforms

Proficiency with bank reconciliations, journal entries, and PAD administration

Strong attention to detail and accuracy in high-volume data entry environments

Good written and verbal communication skills for vendor and team correspondence

Ability to manage competing priorities and recurring deadline-driven workflows

Comfortable working with SharePoint, Remote Deposit Capture (RDC), and municipal online portals

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