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Job Description: Office & Accounts Payable Administrator

Position Summary

The Office & Accounts Payable Administrator is responsible for supporting day-to-day office operations and assisting with the timely and accurate processing of accounts payable transactions. This role is ideal for an organized, detail-oriented individual who enjoys working in a collaborative environment and providing excellent service to both internal teams and external parties.

Key Responsibilities

Office Administration

• Manage the main office inbox, phone line, incoming/outgoing mail, and postage.
• Maintain office supply inventory, including coffee, water, and other workplace essentials.
• Coordinate office vendors and services, including janitorial, shredding, outsourced IT, and landlord maintenance.
• Maintain and improve the office environment, including furniture, equipment, and workspace enhancements.
• Coordinate office and IT setup for new hires and offboarding for departing employees.
• Coordinate meeting rooms, catering, and refreshments for internal and customer meetings.
• Plan and support employee events, company functions, customer events, and seasonal gift distribution.
• Maintain employee holiday and vacation tracking.
• Serve as the liaison with outsourced HR and payroll providers and respond to employee inquiries regarding company policies and benefits.
• Conduct employee surveys to support workplace engagement and continuous office improvements.
• Coordinate courier and shipping arrangements.
• Help maintain an organized and professional office presentation on an ongoing basis.
• Maintain building security access cards and parking passes.
• Support general records filing and archiving.

Accounts Payable

• Process general and administrative (G&A) vendor invoices accurately and promptly.
• Monitor and manage Accounts Payable Outlook inboxes, responding promptly to vendor inquiries, payment requests, invoices, and internal correspondence.
• Reconcile vendor statements and investigate payment discrepancies.
• Assist with employee expense report processing.
• Assist with vendor setup and maintenance by verifying banking and setup details.
• Support EFT payment run preparation, including reviewing invoices against due date and flagging discrepancies.
• Assist with month -end aging pulls and basic reporting support.
• Support suppliers with onboarding and ongoing use of the OpenInvoice platform, including invoice submission and account management.
• Assist suppliers with Electronic Funds Transfer (EFT) enrollment, ensuring banking information is complete, accurate, and compliant with company requirements.
• Prepare routine reports using OpenInvoice, Microsoft Excel, and Qbyte.
• Perform additional accounting and administrative duties as assigned.

Qualifications

Education

• High school diploma or equivalent required.
• Certificate or diploma in Business Administration, Accounting, Office Administration, Bookkeeping, or a related field is considered an asset.

Technical Skills

• Proficiency with Microsoft Office, particularly Excel, Word, and Outlook.
• Strong computer and data entry skills.
• Familiarity with accounting software such as Qbyte and OpenInvoice is an asset..
• Basic understanding of electronic document management.

Accounting Knowledge

• Basic understanding of accounts payable processes, invoices, and payments.
• Familiarity with fundamental bookkeeping principles.
• Strong numerical accuracy and basic mathematical skills.

Skills & Competencies

• Exceptional attention to detail and accuracy.
• Strong organizational, planning, and time management skills.
• Reliable, dependable, and able to manage multiple priorities.
• Excellent written and verbal communication skills.
• Ability to maintain confidentiality and handle sensitive information.
• Customer service-oriented with strong interpersonal skills when working with vendors and colleagues.
• Positive attitude with a willingness to learn and take direction.
• Ability to work independently while contributing effectively as part of a team.

Experience

• Experience in an administrative, office support, customer service, or retail environment.
• Experience processing transactions, maintaining records, or supporting accounting functions is considered an asset.
• Previous exposure to accounts payable or office administration is beneficial.