Accounts Payable & Administration Associate

At  michael + clark construction, we embrace our role as Project Stewards to provide professional design-build  and construction management solutions that range in scale and complexity .

Core Values:

·  Professionalism – A valued partner. Communication. Urgency.

·   Knowledge – Never ending pursuit to be the best you can be .  Saying I don’t know, but I will find out…and then follow through.

·   Stewardship – Our job is to achieve  the end result. If we don’t, no one will.

·   Adaptability – Be nimble. Always ready and willing to change for the sake of being better .

·   Accountability – Do what we say we are going to do - safely. Period.

Job Profile

This is a diverse and detail-oriented role within a small to medium sized company, with a track record of excellence and continual growth. The ideal candidate will utilize exceptional attention to detail and communication to build positive work relationships both internally and externally. They will embrace the opportunity to work for a growing company and maintain a flexible mindset, being open and adaptable to changing roles and responsibilities.

The Accounts Payable and Administration Associate will complete day-to-day accounts payable tasks in addition to assisting with administrative duties. The candidate is required to multitask and be cognizant of crucial deadlines, while being entrusted to ensure that the highest level of ethics and confidentially is maintained in this key role. This position will report to the Manager of Finance & Administration.

Responsibilities

The Accounts Payable and Administration Associates responsibilities include, but are not limited to the following:

Accounts Payable and Payments:

·       Manages the receipt and organization of accounts payable invoices and related documentation

·       Checks invoices for clerical accuracy including addition of lines, totals, and ensures taxes are calculated correctly

·       Reviews invoices for construction specific compliance requirements including application of holdbacks, dates etc. and communicates exceptions as per outlined procedures

·       Enters and codes invoices for approval against system purchase orders and subcontracts as applicable

·       Follows up with the project management team to identify and resolve any processing discrepancies with invoices and subcontracts

·       Research and resolve accounts payable enquiries and issues, working collaboratively with our internal project management team and escalating where required

·       Initiates the set-up of new vendor requests in the system, gathering required documentation, and following control processes including verification of banking details

·       Creates vendor and subcontractor accounts payable payments packages for approval by management within the required construction deadlines and ensuring compliance requirements are met

·       Processes approved payment batches via electronic transfer as required

·       Reviews outstanding accounts payable for accuracy and manages the status of any unresolved compliance issues, holds on payments, and tracks compliance we key supplier payment timelines

General Accounting and Analysis:

·       Reconciles employee credit card expenses with supporting documentation and entries

·       Assists with analysis including job cost reconciliations, billing analysis, and other such project related analysis

·       Assists with other general accounting tasks as required by the team

Office and Administrative Duties:

·        Shares responsibility for office administration for the company supporting various roles and administrative duties. General office administration includes management office phone lines & company directories, office equipment such as printers, copies, supplies, and assists with general office and facility maintenance

·        Assists in information and technology administration including management of user information, software licenses, assigned equipment, and computer, phone, and desk set-up. Involvement in the deployment of new & replacement equipment as well as the management of IT inventory

·        Assists with vehicle fleet and health and safety administration tasks

Other

·        Additional duties as assigned

Qualifications

Skills Required

▪        Strong interpersonal and professional communication skills

▪        Excellent organization, time management, and prioritization skills

▪        Superior attention to detail with an exceptional level of accuracy

▪        Adherence to key deadlines and timeframes while maintaining a positive attitude and outlook

▪        Working knowledge of accounting procedures, systems, internal controls, and reporting

▪        Intermediate to advanced Microsoft Excel skills; competency with Microsoft Word and Outlook

Education and Experience Required

▪        Relevant work experience in accounting is an asset, but not required

▪        College diploma or university degree in business or accounting is an asset, but is not required  

Compensation and Benefits

▪        Ability to work collaboratively with both financial and non-financial team members.

▪        We are recruiting to fill an open position within the team.

▪       Role  offers a compensation range of $45,000 - $58,000 salary annually.

▪        Comprehensive health benefits package, including a $1,000 annual flexcare health spending account (eligibility begins after 3 months).

▪        Employee / Employer-matched RRSP/DPSP program up to 3% of annual base salary (eligibility begins after 3 months).

▪        Every other Friday off through our alternating 4-day work week policy, contingent on workload and business needs. Excludes weeks with statutory holidays.

▪        Enjoy a professional, collaborative work environment at our centrally located London office, with opportunities for connection and team engagement.

▪        Company-provided laptop and cell phone for work use.