Senior AP Admin

at  The Mason Group

Our client is a successful investment management company specializing in real estate development. Their head office is located in downtown Toronto, which is where this role will be reporting. With a strong vision, and a desire for growth, the company has a love for what they do, which is evident in the work they accomplish in regards to both customers and employees alike.
Our client is a successful investment management company specializing in real estate development. Their head office is located in downtown Toronto, which is where this role will be reporting. With a strong vision, and a desire for growth, the company has a love for what they do, which is evident in the work they accomplish in regards to both customers and employees alike.

The Senior Accounts Payable Administrator will be working within the Finance & Accounting division of the company, reporting into the Accounts Payable Manager. Other responsibilities are as follows:

• Assist with contract tracking reconciliations
• Prepare excel spreadsheets to assist in the reconciliation process and extract data for various projects
• Weekly input of vendor Invoices, daily bank deposits and weekly payment runs
• Assist with new vendor validation process
• Scan/File – vendor invoices along with proof of payment remittances in hard and soft copies
• Manage the Centralized AP Inbox to ensure invoices are allocated by projects for timely approvals and invoice/payment processing
• Retrieve vendor invoices and verify accuracy of the invoice totals, taxes, billing entities, including matching them to purchase orders, contracts, receiving reports as well as specific back-up details
• Assist with managing the AP workflow by coordinating with the Development, Construction, Marketing team and other departments within the company as well as with external stakeholders
• Verify vendor account status and respond to inquiries from vendors, ensuring accounts are settled and/or outstanding balances correspond with supplier records
• Assist with monthly contract tracking & bank reconciliations
• Ensure that payments requiring a co-signature are communicated to the Project Accountants and that all co-signatures are present prior to issuing payments.
• Prepare excel spreadsheets to assist in the reconciliation process and extract data for various projects
• Provide monthly status updates on AP invoices
• Maintain accurate documentation and filing (electronically and manually) by projects or companies to facilitate easy reference
• Ensure all bills are paid on time and due dates are tracked electronically. E.g., tax bills, commissions, condo CAM charges, etc.
• Provide clerical support to the accounting department
• Help manage the AP Vendor Master list and other AP documentation, policies, and procedures
• Work with Project Accountants on monthly construction draw packages
• Participate in special projects and initiatives as required

• Assist with contract tracking reconciliations
• Prepare excel spreadsheets to assist in the reconciliation process and extract data for various projects
• Weekly input of vendor Invoices, daily bank deposits and weekly payment runs
• Assist with new vendor validation process
• Scan/File – vendor invoices along with proof of payment remittances in hard and soft copies
• Manage the Centralized AP Inbox to ensure invoices are allocated by projects for timely approvals and invoice/payment processing
• Retrieve vendor invoices and verify accuracy of the invoice totals, taxes, billing entities, including matching them to purchase orders, contracts, receiving reports as well as specific back-up details
• Assist with managing the AP workflow by coordinating with the Development, Construction, Marketing team and other departments within the company as well as with external stakeholders
• Verify vendor account status and respond to inquiries from vendors, ensuring accounts are settled and/or outstanding balances correspond with supplier records
• Assist with monthly contract tracking & bank reconciliations
• Ensure that payments requiring a co-signature are communicated to the Project Accountants and that all co-signatures are present prior to issuing payments.
• Prepare excel spreadsheets to assist in the reconciliation process and extract data for various projects
• Provide monthly status updates on AP invoices
• Maintain accurate documentation and filing (electronically and manually) by projects or companies to facilitate easy reference
• Ensure all bills are paid on time and due dates are tracked electronically. E.g., tax bills, commissions, condo CAM charges, etc.
• Provide clerical support to the accounting department
• Help manage the AP Vendor Master list and other AP documentation, policies, and procedures
• Work with Project Accountants on monthly construction draw packages
• Participate in special projects and initiatives as require