Payables Supervisor, Real Estate

Scotiabank•Toronto, ON

3d•Onsite

About The Position

The Payables Supervisor will be responsible for managing the team that supports the end-to-end processing, control, and tracking of all payable’s activity for the Real Estate team. This includes distributing workload between the Accounts Payable Administrators, acting as a point person to address any changes or updates associated with payables coding, and problem solving any issues. The incumbent ensures the accurate recording and payment of costs across all areas, proactively identifying and escalating issues including discrepancies to senior management. The role also includes overseeing supplier onboarding, ESG reporting support through utility consumption data management in Onyx and maintaining all accounts and records to the highest professional standard.

Requirements

Solid understanding of accounting principles and the Bank’s General Ledger; knowledge of real estate, leasing, and occupancy-related costs is an asset.
Strong ability to communicate effectively with suppliers, Senior Managers, and internal stakeholders to resolve inquiries and explain accounts payable processes.
Demonstrated ability to handle sensitive financial information with a high level of tact and professionalism.
Excellent prioritization and organizational skills, with the ability to manage high volumes of work, meet strict deadlines, and maintain accuracy in a fast-paced environment.
College diploma or equivalent combination of education and experience required; University degree in Finance or a related field is an asset.
5+ years of progressive accounting experience, preferably within accounts payable and/or general ledger functions.
Previous experience managing or leading a team is preferred.

Nice To Haves

knowledge of real estate, leasing, and occupancy-related costs is an asset.
University degree in Finance or a related field is an asset.
Previous experience managing or leading a team is preferred.

Responsibilities

Support the Payables team in processing a variety of recurring and non-recurring payments, including rent, utilities, property taxes, project invoices, departmental expenses, consultant fees, legal costs, collective billing, shadow accounting, and wire payments.
Utilize systems such as SmartBuy, PSAP Excel load files, and Scotia Connect to ensure timely and accurate payment execution.
Ensure all payment requests are supported by appropriate documentation and approvals.
Validate coding details prior to processing, including project codes or transit numbers, GL accounts, and applicable tax treatments (HST/GST/PST/QST).
Review invoice amounts, tax calculations, and freight charges for accuracy and reasonableness.
Assist the Senior Manager, Taxation with property tax inquiries, including assessments, data analysis, and liaising with municipalities.
Ensure timely receipt of tax bills and coordinate submission to Payables for processing.
Investigate and resolve processing issues related to coding, system errors, or process gaps.
Escalate complex matters to the appropriate teams to ensure timely resolution.
Partner with the supplier onboarding team to ensure consistent processes and documentation requirements for Real Estate vendors are maintained.
Coordinate updates within Onyx to support accurate tracking of consumption data, ensuring information is current and reliable for Energy Management reporting.
Respond promptly to inquiries from vendors, landlords, and internal stakeholders.
Collaborate with Occupancy Cost Control and cross-functional teams to ensure timely resolution and payment processing, including managing shared inbox requests.
Support internal and external audit activities by providing required documentation and implementing action items.
Maintain strict confidentiality of sensitive financial information at all times.
Maintain and enhance standard operating procedures across responsibilities.
Identify opportunities to improve efficiency, accuracy, and overall process effectiveness.