Accounts Payable/Administrative Assistant

at  MultiTemp Systems

Accounts Payable - Job description
Your Opportunity: Build a career with an established, family-owned HVAC/R provider with over 30 years of serving the GTA and surrounding community.
The Company: Multi-Temp Systems is a premium full-service HVAC/R provider. We specialize in energy efficient and innovative commercial Industrial HVAC and Refrigeration solutions. We are a mission driven, values-based organization.
Our Values: We live by our core values, please carefully consider if this is a fit for you:
1. Don’t find a fault, find a solution. We focus on solutions to problems.
2. Proud professionals. We take pride in our work; we strive to raise the bar in the industry.
3. Pursue growth. We are always looking for ways to improve both personally and professionally.
4. Reliable relationships. We believe in living up to our commitments to our customers and each other.
The Role: We are looking for a motivated and energetic Accounts Payable person to join our team. The ideal candidate will excel in a fast-paced work environment with minimal supervision. The Accounts Payable will be mainly responsible for administering the full cycle of accounts payables and serve as a backup for the Accounting Administrator position.

QUALIFICATIONS

• College Diploma.
• Minimum 2 years experience in HVAC Company or related organization in a similar role.
• Experience and proficiency with computer systems and ability to get up to speed quickly on new software.
• Proficient in Microsoft Office, Excel, and Word.
• Strong communications skills both written and verbal.
• Team player.
• Strong attention to detail, critical thinking skills and ability to meet deadlines.
• Excellent organizational skills and time management skills.
• Ability to learn and adapt in a fast-paced work environment.
  Job Types: Full-Time, Permanent
  Salary: $45,000.00 to $55,000.00 (negotiable based on experience)

· Receive and review incoming vendor invoices for accuracy with vendor quotes and compliance with company policies and procedures.
· Process invoices with appropriate general ledger accounts and cost codes for proper allocation.
· Prepare and process payment batches, including cheques, electronic payments, and credit card payments.
· Reconcile payments with vendor statements, purchase orders, contracts, and other supporting documents to verify accuracy and resolve discrepancies.
· Keep track of warranty credits and return credits from the vendor, ensuring they are received and processed in a timely manner.
· Monitor payment due dates to take advantage of early payment discounts and avoid late payment penalties.
· Maintain vendor accounts and contact information in the operating system, including updating records for changes in payment terms, addresses, or contact persons.
· Maintain or update inventory prices in the operating system to reflect any price increase.
· Respond to vendor inquiries regarding payment status, invoice discrepancies, and other related matters in a professional and timely manner.
· Maintain organized and accurate accounts payable files, both electronically and in hard copy.
· Identify opportunities for process improvement and efficiency gains within the accounts payable function.
· Serve as a backup for the Accounting Administrator position.
· Serve as an effective member of the team and participate to ensure open communication between departments.
· Ensure one’s own knowledge, competencies, and skill levels remain commensurate with the requirements of the position – adopt lifelong learning practices.
· Follows all company policies and procedures.
· Responsible for other duties as assigned and/or required by business needs.