Accounts Payable Office Administrator

Under direction from the Office Manager, the Office Administrator AP, is responsible primarily for the day-to-day accounts payable administration of the branch involving data management, running reports, creation and maintaining PO’s, supplier and vendor accounts, purchasing, and billing. This position will be required to interact with Internal and External customers/suppliers and provide information in response to inquiries of service issues, deficiency’s and to handle, resolve and delegate such customer inquiries and complaints.

 

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

We thank you for your interest. Only those selected for an interview will be contacted.

GFL is committed to equal opportunity for all, without regard to race, religion, color, national origin, citizenship, sex, sexual orientation, gender identity, age, veteran status, disability, genetic information, or any other protected characteristic. If you are interested in applying for employment and need special assistance or an accommodation to apply for a posted position, please contact [email protected]
Please note that GFL does not provide visa sponsorship for this position. Valid work authorization in the country where the job is located is required. Successful candidates will be required to provide valid documentation confirming their eligibility to work in the country where the job is located prior to their start date.

This hiring process may utilize machine-based systems to assist in screening and assessing applicants. Final selection decisions are made by our recruitment team.