Accounts Payable & Purchasing Administrator

Accounts Payable & Purchasing Administrator

Caltech is run by professional land surveyors and project managers who are passionate about providing industry-leading service and being one of the best surveying companies to work for. Our company has grown from just 2 people in 1990, to a large and diverse group of over 200 hardworking professionals.

We offer a challenging and rewarding workplace, competitive compensation, a comprehensive benefits package, and many opportunities for growth. For us, work-life balance means working hard and playing hard; our clients and our people are our focus. We use the most current technology and have made professional development a key part of our strategic plan. Apply today and join the Caltech advantage!

ABOUT THE ROLE

Reporting to the Director, Finance, The AP/Purchasing Admin manages vendor relations, including onboarding, performance monitoring, and ensuring timely payments. They process and verify purchase invoices, handle discrepancies, and maintain organized records. This role involves creating, issuing, and tracking purchase orders, managing amendments, and ensuring compliance with company policies. Additionally, the admin schedules and processes accounts payable payment runs, maintains detailed records, generates reports, and ensures adherence to regulatory requirements and internal controls.

Your responsibilities will include:

• Collect necessary documentation from new vendors and verify vendor credentials.
• Serve as the primary point of contact for vendors, addressing inquiries and resolving issues promptly.
• Negotiate terms of service, pricing, and delivery and ensure timely and accurate payments to vendors, adhering to agreed payment terms.
• Reconcile vendor statements and manage any outstanding balances or discrepancies.
• Receive and verify purchase invoices and route invoices to the appropriate department or manager for approval.
• Reconcile discrepancies between invoices, purchase orders, and delivery receipts, and resolve issues with vendors as needed.
• Maintain records of all reconciliations and adjustments for audit purposes and prepare reports on invoice processing metrics.
• Generate and issue purchase orders based on approved requisitions or inventory needs, ensure that all purchase orders comply with company policies and procurement standards.
• Schedule and prepare regular accounts payable payment runs, and process payments via various methods such as checks, electronic funds transfers (EFT), and wire transfers.
• Maintain detailed records of all payments made, including supporting documentation such as invoices and approval forms.

ABOUT YOU

To be successful in this role, you will need:

• Post-secondary education in accounting, finance, or a related field.
• 1+ years in accounts payable or related financial roles.
• Highly detail-oriented to accurately process invoices, payments, and reconcile accounts.
• Strong numerical aptitude is important for performing calculations, applying payments, and reconciling accounts.
• Effective organizational skills for prioritizing tasks, meeting deadlines, and maintaining accurate records.
• Excellent written and verbal communication skills for interacting with customers, colleagues, and other stakeholders.
• Strong problem-solving skills to investigate and resolve these matters promptly and effectively.
• Proficiency in using accounting software, spreadsheets, and other relevant tools.
• Familiarity with electronic payment systems and customer portals.
• High ethical standards and a commitment to maintaining confidentiality.

If you are motivated by success, career growth potential and a great team, we encourage you to apply today! Send your resume to [email protected] !

Being one of the best surveying companies to work for means Caltech is committed to establishing and maintaining a diverse and inclusive workplace, particularly for those who have been historically excluded from and underrepresented in the workplace. We welcome applications from all qualified individuals, including indigenous peoples, persons of color, persons with disabilities, women in under-represented roles, LGBTQ+ persons, and all groups protected by the Human Rights Code. Together, we thrive – apply and join the Caltech advantage!

Job Type: Full-time

Expected hours: 40 hours per week.

Work Location: Hybrid in Regina, SK, Calgary, AB, Fort St. John, BC, or Brandon, MB.