Accounts Payable Specialist

Aston Carter•Mississauga, ON

10d•CA$25 - CA$27•Onsite

About The Position

The Accounts Payable Specialist manages end-to-end accounts payable processes, supports driver and carrier settlements, and maintains accurate financial records within a transportation-focused environment. This role reviews and processes vendor and carrier invoices, prepares various financial documents and reports, and supports payroll-related activities for drivers and owner-operators. The position also contributes to system and process improvements, including participation in an enterprise-wide upgrade from QuickBooks to a cloud-based QuickBooks environment, with strong potential for permanent employment and future leadership growth.

Requirements

Proven experience in accounts payable, including invoice processing, payment preparation, and vendor account reconciliation.
Strong bookkeeping and general accounting skills, including accounts payable, accounts receivable, general ledger, journal entries, and expense management.
Hands-on experience with QuickBooks, including data entry, invoice processing, and month-end close activities.
Proficiency in Excel, including creating and maintaining spreadsheets for reporting, tracking, and data analysis.
Ability to perform bank reconciliations and support month-end closing processes.
Experience in preparing and balancing period-end reports and supporting financial statement preparation.
Strong data entry skills with a high level of accuracy and attention to detail.
Demonstrated ability to manage vendor relationships and respond to internal and external inquiries professionally.
Experience with payroll-related activities, including preparing statements of earnings and resolving payroll discrepancies, particularly in a driver or transportation context.
Ability to work with trucking systems, transportation provider software, and fleet management tools.
Strong organizational skills with the ability to maintain both electronic and physical filing systems.
Capability to support audit requirements through accurate documentation and timely responses.
Excellent attention to detail, especially when verifying invoices, reconciling accounts, and identifying discrepancies.
Ability to manage multiple tasks and deadlines in a fast-paced environment.

Nice To Haves

Experience working in a transportation, logistics, or trucking environment is an asset.
Familiarity with fleet management software and fuel file imports is beneficial.
Exposure to or participation in ERP or accounting system upgrades, particularly from QuickBooks to a cloud-based platform, is an advantage.
Comfort working cross-functionally with departments such as Safety and Sales.
Interest in taking on additional responsibilities and developing into leadership roles over time.
Strong communication skills, both written and verbal, to liaise effectively with vendors, drivers, internal teams, and other stakeholders.
Ability to adapt to new systems, processes, and technologies as the organization evolves.

Responsibilities

Manage day-to-day vendor relationships and act as a primary contact for accounts payable inquiries.
Review all vendor invoices, obtain appropriate departmental approvals, enter invoices into QuickBooks, and issue payments according to established vendor and company schedules.
Utilize transportation provider and trucking systems, as well as other operational software, while adhering to high standards for accuracy and compliance.
Resolve authorized and unauthorized invalid deductions and prepare the necessary accounting entries.
Calculate, prepare, and issue a variety of financial documents, including accounts payable analyses, cheques, and vendor account statements.
Review all carrier invoices to ensure all related costs have been captured and invoiced prior to issuing payment.
Manage and process both vendor and internal invoices, ensuring timely and accurate payments to vendors.
Review and verify invoices and cheque requests, identifying and rectifying discrepancies and issues before releasing payments.
Enter financial data and generate reports using existing accounting software systems, including QuickBooks and Excel.
Update and maintain information in multiple databases and spreadsheets to support financial reporting and audit requirements.
Maintain finance records and produce periodic scheduled reports, as well as ad hoc reports as required.
Create and maintain spreadsheets to enter, track, analyze, and retrieve financial and operational data.
Receive, identify, investigate, and resolve a variety of internal and external inquiries regarding the status of vendor accounts.
Set up and maintain organized filing systems for financial documents, including both electronic and hard-copy records.
Prepare and verify statements of earnings for drivers, ensuring accurate calculation of gross and net pay and all related deductions.
Review and record all expenses incurred by drivers, ensuring accurate allocation and documentation.
Prepare and balance period-end reports to support month-end close and financial statement preparation.
Identify and resolve driver payroll discrepancies in a timely and professional manner.
Maintain parts inventory records in collaboration with the company mechanic, ensuring accurate tracking and reconciliation.
Assist and cross-train with other departments, including Safety and Sales, to support broader business operations.
Prepare weekly settlements for owner-operators, drivers, and carriers, ensuring completeness and accuracy.
Import fuel files from vendor portals into fleet management software, audit for potential fraudulent transactions, verify discounts, and save relevant invoices and spreadsheets for future reference.
Audit and prepare driver miscellaneous receipts for reimbursement, ensuring appropriate documentation and approvals.
Support audit activities by providing documentation, reconciliations, and explanations related to accounts payable and related financial processes.
Contribute to the implementation and optimization of an enterprise-wide ERP upgrade from QuickBooks to QuickBooks Cloud by supporting data integrity, process improvements, and testing.