Accounts Payable Administrator

LightForm is a team of design-driven sales, marketing and support staff who help Canada's interior design and architecture professionals light their residential, commercial, and hospitality projects. We are the Canadian partner for more than 70 top modern lighting manufacturers from Europe and North America, and our clients include some of the country’s most innovative design and architecture firms. Our showrooms in Toronto, Vancouver, Edmonton, and Calgary showcase unique, exclusive, and iconic collections of modern architectural and decorative lighting from around the world and serve as an exciting event space for designer visits, parties, and educational sessions.

As we transition from a small to a medium sized company, we are looking for an Accounts Payable Administrator that will manage payments to our vendors on a timely basis. 

Our ideal candidate will have excellent communication, time management skills and the ability to problem solve and prioritize tasks. 

Responsibilities:

• Verify and enter Vendor invoices with accurate posting of sales tax (GST, PST, HST) and U.S state sales tax

• Organize and file paperless documents and invoices in a timely manner

• Ensure accurate posting of foreign exchange currency at spot rate 

• Process payments on a weekly basis and control expenses by receiving, processing, verifying, and reconciling invoices

• Ensure vendors are paid on a timely basis to avoid vendor processing delays

• Monitor discount opportunities, scheduling and preparing of multiple methods of payments 

• Resolves purchase order, contact, invoice or payment discrepancies and documentation

• Review vendor statements and reconcile to any outstanding invoices and related purchase orders

• Identify and communicate with vendors regarding payment issues 

• Reconcile processed work by verifying entries and comparing system reports to balances after payments are made

• Ensures credit is received for outstanding memos

• Issue stop-payments or purchase order amendments

• Receive and verify expense reports and requests for advances

• Maintain accounting ledgers by verifying and posting account transactions

• Ensure all transactions are posted in the correct period for month end close

• Reconcile with our bank for monthly purchases 

• Reconcile and investigate monthly corporate credit card transactions 

• Maintain historical records by microfilming and filing documents

• Identify issues with automated processes and participate in improvements 

• Experience with NetSuite is considered an asset

• Experience with Ebury Foreign Exchange software is considered an asset

• Experience with Plena Data Accounts Payable software is considered an asset

• Experience in a multi currency environment is considered an asset

Qualifications:

• Post secondary education

• 1-3 years of experience in high volume payables setting

• Solid analytical and problem solving skills

• Must have the ability to work under deadline pressure 

• Must be proactive regarding vendor invoices to avoid processing delays

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