We are looking for an Accounts Payable Coordinator who is passionate about food and enjoys working in a fast paced, customer service centric, team environment!
Do you have experience as an Accounts Payable Coordinator?
Do you have a passion for Accounts Payable?
Why not join us?
Position: Accounts Payable Coordinator
Job Overview:
Reporting to the Accounts Payable Manager, this position will handle the full accounts payable cycle with the objective of delivering a high level of accuracy, integrity and timeliness of the daily accounts payable activities. The position is expected to perform day-to-day tasks with minimal supervision and provide superior customer service with internal customers and external vendors. Company policies, procedures and standards provide guidance in performing job duties.
Accountabilities:
Process and Validate Accounting Transactions
- Match invoices with packing slip and Purchase Order (PO) receipts and process into system.
- Enter and upload manual invoices into system
- Resolve EDI invoice discrepancies, rejections and issues
- Process RTVs and Credit Memos
- Retrieve and sort all incoming mail addressed to the Finance/AP department from all sources including the mailroom, Stores, GG, DC and CK
- Manage the invoice scanning process for vendors on this tool (CP1) Resolve and validate discrepancies.
- Coordinate approval of invoices with authorized individuals
- Review vendor payment terms and process invoices in order to receive any associated discounts
- Review, research and resolve payment discrepancy between PO Receipt and Vendor invoice
- Resolve discrepancies between supplier invoices, POS and receiving documents with supply chain and stores.
- Liaising with external suppliers and internal departments as required to resolve issues. This includes posting pricing discrepancies in DENTS and resolving discrepancies with Category Managers.
- Work with other members of the Accounting Team to investigate general ledger discrepancies
- Compilation of accruals and other necessary journal entries
- Review all debit and credit memos, returns, and adjustments, and apply adjustments and/or corrections to AP sub-ledger
- Compile EFT or cheque payment runs
Vendor Reconciliation
- Conduct quarterly reconciliations of top vendor statements and identify any un-reconciled items including missing invoices
- Provide outcomes of analysis to Accounts Payable Supervisor and follow up on discrepancies as required
Process and Internal Control Optimization
- Suggest and actively support recommendations for process improvements in the AP function and other processes directly impacting the AP functions
- Contribute to the cross-training of the AP functions to ensure the coverage of responsibilities is addressed when team members are not available
- Demonstrate a thorough knowledge of cross-functional processes and policies that impact the AP function (including purchasing, receiving, product recall, inventory count and shrink processes/policies). Adhere to company processes, policies and internal controls. Identify areas of risk for the business.
Administration & Reporting
- Sort and file all invoices in an organized manner by batch number subsequent to payment being completed
- File, store and retrieve packing slips, purchase orders and processed invoices
- Perform periodical archiving of invoices and ensure proper storage at an offsite location
- Maintain documentation of actions and outcomes related to vendor inquiries
Customer Service
- Respond to and assist in the resolution of vendor needs and inquiries.
- Respond to and assist in the resolution of inquiries from Operations, Merchandising and Supply Chain in a professional and timely manner.
Knowledge, Skills & Competencies:
- Post-secondary diploma or degree specializing in business, accounting or finance
- Minimum 3 years of experience in Accounts Payable department
- Sound knowledge of the full procure-to-pay process , preferably in a multi-unit retail environment
- Working knowledge of MS Office required
- Working knowledge of Oracle Cloud and is highly desirable
- Excellent written and verbal communication skills with ability to effectively communicate with all levels of the organization
- Strong analytical and problem-solving skills with strong attention to detail
- Ability to multi-task, navigate between multiple systems and adapt to change in a fast-paced office environment
- Customer Service – Committed to achieving highest level of customer service responsiveness for internal and external customers
- Communication skills – Communicates effectively verbally and in writing with a broad range of people internally and externally
- Action Oriented – Exhibit high energy, sense of urgency, and ability to deliver results in a fast-paced entrepreneurial environment; able to multi-task and prioritize
- Teamwork and collaboration – Actively collaborate with others to produce desired results in a supportive environment; builds and maintains effective relationships with team members across the organization
- Priority Setting and Time Management – Spends time on what’s important; can quickly sense what will help or hinder accomplishing a goal; creates focus; manages time wisely
- Organizational Agility – Knowledgeable about how organizations work; knows how to get things done; understands the origin and reasoning behind key policies, practices and procedures
Working Conditions:
- Work is performed in a standard office environment with participation in meetings, conference calls etc.
- Ability to manage multiple projects and changing priorities with tight deadlines
- Work involves extended periods of moderate sensory effort as applicable to an automated and electronically integrated work environment.
- Work involves sitting for long periods of time (while processing invoices) and daily carrying/filing of invoice batches
Longo’s is committed to providing accommodations for people with disabilities throughout the recruitment process and, upon request, will work with qualified job applicants to provide suitable accommodation in a manner that takes into account the applicant’s accessibility needs due to disability.
Note: A qualified job applicant with a disability is one who possesses the required skills, education, experience and training and who can, with reasonable accommodation, perform the essential functions of the position applied for.
If you require accommodation, please contact the Human Resources Coordinator at:
