Accounts Payable: Administrative Support Specialist

Accounts Payable - AdminSupport

 Accurately enter and process vendor invoices in a timely manner, ensuring

adherence to company policies.

 Review, track, and follow up on invoice approvals, including coordination with

Project Managers (PMs).

 Reconcile vendor statements and company credit card (Visa) accounts daily.

 Make timely credit card and vendor payments (including Purchase Requests and

office-related expenses).

 Maintain vendor profiles and records, ensuring accuracy and compliance.

 Follow up weekly with PMs on outstanding or unprocessed invoices.

 Manage Friday payables: confirm printed cheques, match invoices, record

cheque numbers, and coordinate signature collection.

 File accounts receivable (AR) cheques and accounts payable (AP) documents

appropriately

Administrative and Office Management

 Manage the shared office email inbox (50+ emails/day), ensuring timely and

professional responses.

 Maintain and update HR files, including new hire paperwork, sick/vacation day

tracking, and biweekly payroll reports.

 Assist with benefits administration

 Provide back-up support for operations and assist team members as needed.

Vendor & Stakeholder Communication

 Serve as the main liaison for vendor inquiries, complaints, and discrepancy

resolution (e.g., missing PO numbers, budget, invoice extras).

 Foster and maintain strong relationships with vendors and internal departments

Must-Haves

 Intermediate to advanced Excel skills

 Exceptional attention to detail and accuracy in data entry

 Strong organizational and time-management skills

 Ability to prioritize tasks and handle multiple responsibilities efficiently

 Proficiency with Microsoft Office Suite and Google workplace

 Ability to work independently and as part of a collaborative team

Job Types: Full-time, Permanent

Pay: $17.00-$25.00 per hour

Additional pay:

Overtime pay

Benefits:

Dental care
Paid time off

Flexible language requirement:

French not required

Schedule:

Monday to Friday

Ability to commute/relocate:

Ottawa, ON K2G 1E6: reliably commute or plan to relocate before starting work (required)

Education:

Bachelor's Degree (required)

Experience:

Front desk: 1 year (preferred)
Administrative experience: 1 year (required)

Work Location: In person