Payables Administrator- 1 year contract

at  BGIS

WHO WE ARE

BGIS is a leading provider of customized facility management and real estate services. With our combined team of over 6,500 globally, we relentlessly focus on enabling innovation through the services we deliver, while actively looking for new opportunities that will enable innovation for our clients’ businesses. Globally, we manage over 320 million square feet of client portfolios across 30,000+ locations in North America, Europe, Middle East, Australia and Asia. Further information is available at www.bgis.com

SUMMARY

Reporting to the Accounts Payable Manager, the Payables Administrator is responsible for processing rents, utilities, recurring accounts payable, telephone, expense claims, petty cash claims, and maintaining supplier records. The incumbent is also responsible for negotiations to cancel late penalties imposed by suppliers, protect the company from fraudulent exposures, and minimize duplicate payments.

KNOWLEDGE & SKILLS

• Effective team building skills: The incumbent must be able to interact effectively with BGIS Integrated Global Solutions team members.
• Excellent planning and organizational skills to meet deadlines.
• Strong analytical and problem-solving skills to detect payment discrepancies.
• Flexibility and adaptability in a fast-paced work environment.
• Orientation client.
• Understanding of software applications and ability to use them to accomplish day-to-day tasks.
• Excellent oral and written communication skills to deal effectively with BGIS Integrated Global Solutions clients and team members.

• Enter and maintain new suppliers, process employee refunds, enter data into the UCM tool, and process rents, utilities, recurring accounts payable, petty cash requests, and vendor invoices in Oracle Accounts Payable.
• Sort, date and distribute incoming receivables from accounts payable service daily; seal, mail and disburse all outgoing mail.
• Classify the invoices paid according to the different categories in the binders of the mail room of the accounts payable, within the established deadlines.
• Complete cheque printing in accordance with the accounts payable cheque processing schedule and forward the EFT file to the bank as required.
• Respond to all accounts payable requests within 24 hours and ensure that established quality and quantity measures are met.
• Analyze data for suppliers to ensure that required documents are received for assurance purposes and ensure that controls are followed to avoid duplicate suppliers being registered in the system.
• Minimize fines and penalties imposed by suppliers by negotiating the cancellation of penalties.
• Ensure controls and documents are in place and followed for cheque printing to minimize duplicate payments and fraud.
• Perform other duties as requested.