AR/AP Clerk

After more than 50 years as a company, Buds Spas and Pools is continuing to grow and is looking for an experienced Accounts Payable/Accounts Receivable Clerk to join our administration team. Being a family business, all of our employees are a new member of the family waiting to join us, so adding new positions is nothing short of exciting for all of us. If you are looking to join an experienced and talented team in a unique industry, we are looking to speak with you and see if you are the right fit. While we are happy to speak with individuals of different skill levels, we are ideally looking for someone with experience in the field as our pace of business has increased the demands on our teams, hence the search for more staff as we grow. This is a Monday to Friday role, but knowing that some candidates have different life circumstances, we are flexible with times for those shifts each week, meaning this doesn't need to just be a nine to five if that works best for you!

Reporting to the Controller, the Accounts Payable/Accounts Receivable Clerk is responsible for providing financial, administrative and clerical services. The primary function of this position is processing invoices for goods or services that the Company purchased on terms. This includes verifying, calculating, correcting, posting and paying vendor invoices in an accurate, efficient and timely manner. In the event that errors are found when verifying bills, this individual will undertake an investigation and resolve any discrepancies before issuing payment. Additionally, the Accounts Payable/Accounts Receivable Clerk will post and reconcile payments in the accounting system and general ledger.

Principal Responsibilities:

• Receives inventory packing slips in POS computer system
• Verifies accuracy of vendor invoices prior to entry in POS software and Quickbooks
• Reconciles vendor statements and contacts vendors as necessary to request invoice copies or to resolve any invoicing errors with regard to price, quantities, services rendered, billing dates and terms
• Prints cheques and obtains signatures
• Distributes signed cheques as required
• Updates and maintains vendor database
• Audits and verifies expense reports
• Answers all accounts payable related vendor enquiries
• Maintains all accounts payable reports, spreadsheets and accounts payable files; prepares analysis of accounts as may be required
• Creates and maintains an organized, precisely identified, accurate and user-friendly filing system for vendor records including payables and payments
• Provides assistance for Accounts Receivable during peak business periods, including support with correspondence and billing
• Provide other administrative support, which include but not limited to; answering phone inquiries; sending out correspondence; maintaining databases and spreadsheets.
• Perform other job functions as assigned.
• Work hours as required.
• Imperative to adhere to confidentiality agreement

Job Requirements:

• Able to communicate effectively, both verbally and in writing
• Demonstrates strong math skills
• Accuracy and attention to detail
• Excellent organizational, analytical and problem solving skills
• Demonstrates a positive and helpful attitude
• Able to prioritize and multi-task effectively; consistently meets deadlines as may be required
• Able to handle confidential information in a discreet and confidential manner
• Must be reliable and punctual, maintaining a consistent work schedule as determined by the Controller in order to assure the required level of administrative and accounting support
• Demonstrates initiative and the ability to be a self-starter
• Must be a team player but also able to work independently with minimal supervision
• Maintains a clean and professional work environment
• Maintains privacy and confidentiality standards at all times
• Demonstrates good working knowledge of MS Excel, Word, Quickbooks and POS software, and email applications
• Demonstrates willingness and the ability to learn new software applications as may be required
• Efficient in the operation of standard office equipment

Key Deliverables:

• Demonstrates attention to detail, a keen sense of urgency and ownership of assigned responsibilities
• Strong administrative and organization skills
• Maintains up-to-date and accurate accounts payable records
• Verifies vendor billing accuracy and timeliness of vendor payments
• Develops strong vendor relationships
• Meets all schedule dates and work deadlines
• Demonstrates a high degree of accuracy in all respects
• Demonstrates understanding of basic accounting principles
• Maintains a high level of respect from employees and vendors
• Demonstrates initiative and enthusiasm
• Excellent communication and interpersonal skills
• Demonstrates the ability to grasp new concepts quickly
• Able to multi-task effectively
• Able to perform effectively under pressure