Purchasing & Payment Clerk

Final date to receive applications: 5 June 2026

Department: Customer Experience - Svcs & Ops Support(CX0002)

Location:  & Operational Support

Compensation: $21.00 / hour

Reporting to the Services and Operational Support (SOS) team, the Purchasing & Payment Clerk is responsible for purchasing administration and payment exception processing across Canadian and U.S. operations. This role ensures accurate data entry, timely processing, reconciliation, and resolution of purchase orders, invoices, payments, refunds, and exceptions across multiple proprietary systems. The position collaborates closely with accounting, branch teams, and external vendors to resolve discrepancies, meet service level expectations, and support critical operational workflows.

This is a hybrid role requiring onsite work at the downtown Vancouver office one day per week.

• Purchasing & Invoice Administration
• Submit, receive, and manage purchase requisitions, purchase orders, and invoices in Coupa and other proprietary systems.
• Monitor purchase order lifecycle stages to ensure timely approvals, processing time, payments, and escalations as necessary to prevent late payment fees.
• Retrieve invoices from vendor portals on a pre-set schedule and ensure compliance with PO policies.
• Maintain accurate, real-time records and audit trails for all purchasing transactions.

• Payment Processing & Exception Administration
• Responsible for accurate manual posting of payments that are rejected from automated posting processes.
• Post and reconcile incoming payments including cheques, EFT/ACH, wire transfers, and online payments.
• Resolve payment inquiries, discrepancies, unapplied and/or misapplied cash.
• Process refunds and support EFT setup and W9 requests.
• Download lockbox reports and post exceptions in financial and parking systems.
• Perform daily cash application and reconciliations and prepare status reports.

• Collaboration & Stakeholder Support
• Act as a liaison between internal departments, branch accountants, and vendors.
• Communicate professionally with third-party partners.
• Support SOS and CX department goals through cross-functional assistance.

• Mail, Cheque & Onsite Operations
• Collect, sort, and process Canadian and U.S. mail related to Enforcement and Monthly Parking.
• Prepare cheque deposits and courier packages for lockboxes.
• Process Parking Notice payments received by mail.
• Order deposit books and bags as required.

• Operational Excellence
• Maintain daily task trackers and meet all deadlines.
• Troubleshoot issues and escalate as required.
• Perform other related duties as assigned.
• Adhere to standard policies and processes.
• Meet rigid deadlines and SLAs.

• Skills, Knowledge and Expertise
• 1+ years of experience in purchasing, payment processing, data entry, or administrative roles.
• Coupa experience is an asset.
• Proficiency in Excel, Word, and Outlook.
• Strong analytical, problem-solving, and reconciliation skills.
• Excellent written and verbal communication skills in English.
• Strong time management and ability to work independently.
• Detail-oriented, adaptable, and highly motivated.
• Maintains accuracy under tight deadlines.
• Ability to consistently meet service level and performance goals.
• Quiet, dedicated workspace with minimum internet speed of 150mbps

• Medical
• Dental
• Vision
• Life and Disability
• 401K (US) or RRSP Matching (Canada)
• Paid Time Off (PTO)

United States - California applicants only:
The Company will consider qualified applicants with arrest or conviction records for employment in accordance with the California Fair Chance Act, the Los Angeles County Fair Chance Ordinance for Employers and the City of Los Angeles Fair Chance Initiative for Hiring, and other local ordinance, as applicable. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you.

After making a conditional offer and running a background check, if the Company is concerned about a conviction or convictions that is/are directly related to the job, you will be given the chance to explain the circumstances surrounding the conviction(s), provide mitigating evidence, or challenge the accuracy of the background report. A criminal history may have a direct, adverse and negative relationship upon certain job duties of this employment position, and such criminal history may result in the withdrawal of a conditional offer of employment.