Accounts Payable Administrator

Job summary

Process accounts payable, vendor invoices, expense claims, payments, credit card transactions, and meeting or event expenses while maintaining complete supporting documentation. Assist with financial reporting, account reconciliations, invoicing, bank activity, year-end preparation, and the annual audit.

Job details

Financial Assistant (Accounts Payable and Expense reimbursement) Reporting to the Director of Finance, this position will be responsible for processing and reporting accounts payable transactions, managing meeting and expense-related transactions, and ensuring appropriate supporting documentation is maintained. The position provides general support to the Finance team and assists with monitoring and reconciling various accounts and financial activities. This role will work closely with the Director of Finance, Senior Financial Officer, and Financial Coordinator. Responsibilities Process and enter accounts payable transactions, including reviewing expense claims and vendor invoices. Verify that supporting documentation is complete, properly approved, and in accordance with company policies and procedures. Assist with weekly payment processing, including EFT, online payments, and wire transfers. Review and reconcile credit card transactions and supporting documentation. Assist with monthly financial reporting and analysis. Support the generation of invoices to partners, donors, and vendors. Assist with account reconciliations and the preparation of monthly balance sheet analyses, summaries, and adjusting journal entries. Assist with bank deposits, monitor bank balances, and report receipts to internal stakeholders. Assist with year-end preparation and the annual audit process. Receive, track, verify, and process meeting and event-related expenses. Reconcile event details, track financial data, and calculate and record accruals and general ledger entries. Work with the Senior Financial Officer to review processes and ensure accuracy, timeliness, and relevance to stakeholders. Qualifications Education & Experience Successful completion of an Accounting Diploma or equivalent knowledge and skills acquired through relevant work experience. 1–2 years of related accounting experience, ideally with exposure to full-cycle accounting. Core Professional/Technical Knowledge & Skills Strong knowledge of bookkeeping and accounting principles. Proficiency with Microsoft Office and Google Sheets. Experience with data entry, transaction processing, maintaining financial records, and preparing spreadsheets. Previous experience with accounting systems; experience with QuickBooks Online would be an asset. Strong attention to detail and accuracy, with good mathematical and analytical skills. Strong skills in data entry, financial record keeping, reporting, and preparing and maintaining Excel spreadsheets. Experience with expense management or online reimbursement systems would be an asset. Communications Internal: Various individuals across the organization. External: Partners, vendors, and other external stakeholders regarding payment and financial requests.

What you’ll do

Process accounts payable, vendor invoices, expense claims, payments, credit card transactions, and meeting or event expenses while maintaining complete supporting documentation. Assist with financial reporting, account reconciliations, invoicing, bank activity, year-end preparation, and the annual audit.

Requirements

Requires an accounting diploma or equivalent knowledge and skills, plus 1–2 years of related accounting experience, ideally including full-cycle accounting. Candidates should have strong bookkeeping knowledge, accuracy and analytical skills, spreadsheet proficiency, and experience with financial records and accounting systems; QuickBooks Online and expense management systems are assets.

Listed skills

• Financial Reporting · Preferred
• Microsoft Office · Preferred
• Quickbooks Online · Preferred
• Payment Processing · Preferred
• Bookkeeping · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Accounts Payable
• Expense Reimbursement
• Bookkeeping
• Accounting Principles
• Invoice Processing
• Expense Claim Review
• Payment Processing
• Credit Card Reconciliation
• Account Reconciliation
• Financial Reporting
• Balance Sheet Analysis
• Journal Entries
• Bank Deposits
• Microsoft Office
• Google Sheets
• QuickBooks Online

Job areas

• Finance & Accounting
• Administrative