Accounts Payable Office Administrator

Key Responsibilities:​

• Enter data into company operational management system (OMS) for invoicing

• Maintain accurate recurring payable schedule

• Complete various month-end and year-end reconciliations

• Scan and process operational documents in database management system

• Verify invoices with packing slips and work orders

• Create, receive and maintain POs via database management system

• Reconciles payments against POs

• Investigate and resolve supplier/vendor invoicing discrepancies and provide back up to site management

• Filing completed Bill of Lading and invoices.

• Assist with updates to OMS system for pricing annually or when contracts expire

• Follow up with Operations when information is missing (i.e. weights, hours/times)

• Understand the specific needs of clients to correctly send documents to clients as required and upon request

• Vendors:

  • Set up new vendors with database management system. Verifying that their HST# is registered and contact information is correct

  • Generate and distribute vendor invoices for approval.

  • Contact AP for our vendors that are inquiring about payment status on their outstanding invoices

  • Uploading the receipts/invoices and coding them in database management system for approval.

  • Send our vendor and supplier request for quotations if required.

  • Set up vendor payment using GFL PO’s or credit card purchase.

• Clients

  • Completing credit applications for new vendors and facilitating all necessary credit checks.

  • Client credit card payments – process through GP Dynamic, email payment receipts to customers

• OMS - Stewardship billing, scanning all stewardship work orders into the system

  • Liaise with Stewardship and submit all necessary documents.

  • AMS – Submitting stewardship claim summaries, submitting quarterly diversion reports

  • Updating dashboard once AMS returns completed claim summaries

• Answer phone calls/emails and respond to customer inquiries in a professional and timely manner.

• Assist with procurement and purchasing as required.

• Other tasks as assigned.

Knowledge, Skills & Competencies:

• College graduate in Accounting Office Administration or similar area of study

• At least 2 years with accounting/bookkeeping experience

• Must have previous experience using Microsoft Office, especially Excel

• Previous accounting, bookkeeping experience with operating systems (ie. ETS (Expenditure Tracking System), SAP, Workday, Sage type knowledge is an asset

• Previous Waste Management experience is an asset

• Strong interpersonal skills and ability to develop and foster relationship growth in a professional setting.

• Capable of empathetic listening and conflict resolution in a fast paced and high-volume environment.

• Desire and motivation to gain knowledge about the industry in multiple facets to develop professional skills within the waste management space

• Excellent communication skills in oral and written English.

• Strong listening, negotiation, presentation, and client facing ability.

• Ability to independently resolve problems within one’s scope of authority and understanding of when to escalate to superiors.

• Overtime during certain peak seasons is required

#GFLTalent