Accounts Payable Administrator

Our client is a dynamic Canadian specialty chemical distributor that blends scientific expertise with strong global supplier partnerships to serve industries such as food and beverage, personal care, pharmaceuticals, and industrial manufacturing. Known for its entrepreneurial spirit and steady growth, the organization operates with the agility of a close knit team while supporting a broad international network. 

As they continue to scale, they are hiring an Accounts Payable Administrator who will take ownership of the full cycle accounts payable process. This role goes beyond basic data entry. You will manage the end to end flow of vendor invoices, from receipt and purchase order matching through to verifying quantities, pricing, and invoice calculations, and accurately entering vouchers for payment. It is a detail driven, high accountability position that plays a critical role in maintaining strong vendor relationships and ensuring financial accuracy in a fast paced, growth focused environment.

What you’ll be doing:

• Perform accurate and timely entry of vendor invoices into the accounts payable system, ensuring proper coding and documentation.
• Maintain organized electronic and physical filing of invoices, payment records, and supporting documentation.
• Respond to vendor inquiries and resolve billing discrepancies or disputes in a professional and timely manner.
• Process vendor payments via online banking platforms and corporate credit cards.
• Process and reconcile expenses related to payroll and commission-based sales representatives.
• Perform monthly credit card reconciliations and investigate variances.
• Process payments to cargo and freight forwarders.
• Support accounts receivable activities during periods of excess capacity, including customer invoice filing and distribution via email.
• Conduct accounts receivable follow-ups to support timely customer payments and resolve discrepancies.
• Perform annual reviews of sales tax exemption certificates to ensure validity and compliance.
• File monthly HST and QST returns
• Prepare, file, and remit Illinois Sales & Use Tax and Superfund tax payments in compliance with regulatory requirements.
• Obtain updated sales tax certificates as required
• Other duties as required.

What we require:

Post-Secondary education in Accounting or Business Administration required

• 3-5 years of accounts payable or general accounting experience
• Experience with independently managing the full AP cycle and related tasks
• Proficiency in Microsoft Office and understanding of Accounting Software
• Excellent organization and time management skills
• Strong analytical skills and attention to detail
• Excellent customer service skills and ability to form trusting relationships
• Ability to solve problems and deal with issues in constructive and timely manner
• Sense of urgency and strong work ethic
• Excellent written and verbal communication skills

Desired Skills:

• Action oriented with a drive for results
• Ability to solve problems and deal with issues in a timely manner
• Ability to work well in a team and instill trust in others
• Strong analytical and organizational skills
• Conscientious and detail-oriented
• Cautious and deliberate in approach
• Takes a collaborative approach to resolving disputes
• Desire to learn and develop in the role
• Demonstrate flexible thinking and adaptiveness to change
• Logical, task oriented and analytical
• Consider and mitigate risk when making decisions
• Ability to make decisions based on available facts
• Ensure accuracy in output and produce consistent results
• Enjoy and excel at routine and process driven tasks
• Consistent contributor and high performer

What We Offer:

• This role has a competitive salary
• Eligibility for a discretionary performance bonus based on company and individual results
• Eligibility to participate in company benefits program
• Flexible environment including the ability to work some days from your home office
• Career pathing with tailored training and development to get you there

For consideration, please apply online.  As part of our commitment to inclusivity, diversity, equity and accessibility, our goal is a workforce built on respect that reflects the communities we serve.  We thank all applicants for their interest but only those selected for an interview will be contacted. 

We are proud to be in compliance with the Accessibility for Ontarians with Disabilities Act (AODA), 2005 and the Integrated Accessibility Standards Regulation.  We are happy to honour accommodations at any part of the recruitment process and invite you to let us know how we can help.