Position:
Expense Administrator

Purpose of the role:
The Expense Administrator manages all expense reimbursements and credit card transaction postings, as well as managing firm memberships and the Court of King's Bench account. The role also provides secondary support to Accounts Payable by processing invoices, issuing payments, and maintaining accurate Accounts Payable records.

Reports To:
Controller

Direct Report(s):
Controller

Duties and Responsibilities:

• Post employee expense reimbursements and firm credit card transactions received through Chrome River/Emburse into Aderant, ensuring accuracy, appropriate GST/HST treatment, and compliance with firm policies;
• Prepare weekly EFT payments and remittances for employee reimbursements;
• Review, reconcile, and monitor firm credit cards transactions and balances, including preparation and posting of monthly credit card payments;
• Follow up internally with credit card holders and approvers regarding overdue expenses, approvals, and required actions to be taken;
• Maintain a register of firm members and their memberships, prepare related payments, and communicate directly with professional associations regarding memberships and insurance, including but not limited to the Calgary Bar Association, Canadian Bar Association, Law Society, ALIA, and the Advocates' Society;
• Assist with budgeting of firm memberships;
• Post, reconcile, and process payments for Court of King's Bench (CKB) accounts;
• Record and reconcile Civil Litigation Filing Levies and submit to the Law Society on a quarterly basis, liaising with lawyers and legal assistants as required to obtain supporting information;
• Respond to internal and external inquiries related to reimbursements, memberships, and corporate credit cards;
• Support Accounts Payable functions, including:
• Prepare, code, and process cheque requests for client disbursements and office expenses;
• Prepare payment runs, including cheques, EFT's, wires and bank drafts;
• Set-up and maintain vendor records;
• Maintain accurate Accounts Payable records; and,
• Respond to Accounts Payable related inquiries;
• Provide cross-functional coverage for other team members, including Accounts Payable, Disbursements, Accounts Receivable and Trust, as needed; and,
• Perform other duties and responsibilities as required.

Education & Qualifications:

• High school diploma required;
• Post-secondary education in finance or accounting, or a minimum of 1 year of experience in a finance or accounting role required, preferably in a role with responsibility for accounts payable and/or expense management;
• Proficient in MS Office Skills including Excel, Word, and Outlook; and,
• Experience using Aderant and/or Chrome River/Emburse is an asset.

Required Skills & Personality Traits for Success:

• Customer Orientation: Provides exceptional customer service to both internal and external clients of the Firm.

Relationship Building: Build and conserve positive relationships that support one’s own reputation, the positive reputation of one’s firm, and the high regard of the profession

• Organization: Exceptionally effective at planning ahead, organizing, and prioritizing.

Technical expertise: Knowledgeable, experienced and skilled in accounting and finance fundamentals.

• Learning Agility: Aptitude and drive to learn new concepts and tasks quickly.
• Results Oriented: Driven to keep projects moving and to bring tasks to completion. Uses problem solving when met with challenges.
• Team player: Flexible, courteous, and supportive of teammates. Collaborative in a group and reliable as a contributor to team goals.
• Technology savvy: Values technology and understands the necessity of leveraging it to stay productive and competitive. Proactive in investigating and adopting new technologies to achieve competitive advantage.

Why BD&P?

The world is changing, and it’s happening faster than ever. Constant transformation, progress, setbacks, challenges. Businesses and people are adapting, but nobody can do it alone. Maybe it’s easier for us to keep up because we’ve always been nimble, and we’ve always brought creative thinking to the way we practice law.

BD&P is a full-service boutique law firm headquartered in Calgary, Canada. Our approximately 120 lawyers are bright, deeply talented legal minds who work on a broad spectrum of matters and litigation work, sitting across the table from national and international firms.

At BD&P, we foster a collaborative atmosphere where every team member's input is valued, understanding that our strength lies in the contributions of each individual. We celebrate the diverse talents within our firm, recognizing that diversity and inclusion result in better decision making, more innovative problem-solving, and enhanced creativity. These qualities lead to more effective solutions for our clients and motivate the firm's partners, associates, and support staff to bring their best to the workplace.

Do you have what it takes to succeed in this position?

Are you the right fit with our team?

Then please apply here.

Please note that, due to the volume of applications we receive, only successful candidates will be contacted.

Must be legally eligible to work in Canada.