Accounts Payable Specialist

Job Title: Accounts Payable Specialist

Job Description

The Accounts Payable Specialist supports the finance function by managing end-to-end accounts payable activities, vendor relations, and driver and carrier settlements in a fast-paced transportation environment. This role handles high volumes of invoices, maintains accurate financial records in QuickBooks and related systems, and contributes to month-end close and reporting. The position also offers the opportunity to participate in an enterprise-wide ERP upgrade to QuickBooks Cloud and to grow into increased leadership responsibilities over time.

Responsibilities

• Manage and maintain positive vendor relationships while serving as a key point of contact for inquiries regarding vendor accounts.
• Review all vendor invoices, obtain appropriate departmental approvals, accurately enter invoices into QuickBooks, and issue payments according to established vendor and company schedules.
• Utilize various transportation provider software systems and adhere to high operational and financial standards.
• Resolve authorized and unauthorized invalid deductions and prepare the necessary accounting entries to correct them.
• Calculate, prepare, and issue a variety of financial documents, including accounts payable analyses, cheques, and vendor account statements.
• Review all carrier invoices to ensure costs have been recaptured and invoiced to customers before issuing payment.
• Manage and process vendor and internal invoices, ensuring payments are made promptly and in accordance with company policies.
• Review and verify invoices and cheque requests, identifying and rectifying discrepancies and issues prior to payment.
• Enter financial data into accounting software, maintain accurate records, and generate reports using QuickBooks and other existing systems.
• Update and maintain information in multiple databases and spreadsheets to support accurate financial tracking and reporting.
• Manage finance records and prepare periodic scheduled reports as well as ad hoc reports as required by leadership.
• Create spreadsheets to enter, track, analyze, and retrieve financial and operational data.
• Receive, identify, investigate, and resolve a variety of internal and external inquiries concerning the status of vendor accounts and payments.
• Set up, organize, and maintain filing systems for financial records, both electronically and in hard copy format.
• Prepare and verify statements of earnings for drivers, including gross and net pay and all related deductions.
• Review and record all expenses incurred by drivers to ensure proper allocation and reimbursement.
• Prepare and reconcile period-end reports, contributing to an accurate and timely month-end close process.
• Identify and resolve driver payroll discrepancies by investigating issues and making appropriate adjustments.
• Maintain parts inventory records in coordination with the company mechanic, ensuring accurate tracking of parts usage and costs.
• Assist and cross-train with other departments, including Safety and Sales, to support broader business operations and ensure continuity of coverage.
• Prepare weekly settlements for owner-operators, drivers, and carriers, ensuring accuracy and timeliness.
• Import fuel files from vendor portals into fleet management software, audit transactions for potential fraud, verify discounts, and save invoices and spreadsheets for future reference.
• Audit and prepare driver miscellaneous receipts for reimbursement, ensuring compliance with company policies and proper documentation.
• Support audit requests by providing accurate documentation, reconciliations, and explanations related to accounts payable and related processes.
• Contribute to the success of an upcoming ERP upgrade from QuickBooks to QuickBooks Cloud by adapting to new processes and systems and providing input where appropriate.

Essential Skills

• Proven experience in accounts payable with responsibility for invoice processing, payment execution, and vendor account reconciliation.
• Hands-on experience with QuickBooks for data entry, invoice processing, reporting, and general accounting tasks.
• Strong bookkeeping and general accounting skills, including accounts payable, accounts receivable, general ledger, and journal entries.
• Demonstrated ability to perform bank reconciliations, balance accounts, and support month-end close activities.
• Proficiency with Microsoft Excel, including creating and maintaining spreadsheets for reporting, tracking, and analysis.
• Accurate and efficient data entry skills with a focus on maintaining data integrity across multiple systems.
• Experience in expense management and expense tracking, including auditing receipts and ensuring policy compliance.
• Strong attention to detail and accuracy when reviewing invoices, statements, and financial reports.
• Ability to manage vendor relationships professionally and resolve account discrepancies and inquiries effectively.
• Capability to support audit requirements through organized documentation and clear reconciliations.
• Experience preparing payroll-related calculations and statements, particularly for drivers or similar roles, including earnings, deductions, and settlements.

Additional Skills & Qualifications

• Experience working with transportation or trucking systems and providers is an asset.
• Exposure to fleet management software and fuel file imports is beneficial.
• Familiarity with financial statement preparation and analysis is an advantage.
• Ability to work with cross-functional teams such as Safety and Sales and to cross-train across finance-related tasks.
• Comfort working in a growing organization with evolving processes and systems, including participation in an ERP upgrade to QuickBooks Cloud.
• Strong organizational and time management skills, with the ability to handle multiple priorities and deadlines in a high-volume environment.
• Effective communication skills for interacting with internal stakeholders, drivers, carriers, and external vendors.
• Interest in taking on additional responsibilities over time and growing into more senior or leadership-oriented finance roles.

Work Environment

This is a full-time, onsite position based in an office environment, with a standard schedule of 40 hours per week, typically from 9:00 a.m. to 5:00 p.m., five days per week. The role operates within a small finance team and collaborates closely with colleagues in bookkeeping, safety, sales, and operations. The environment is professional yet collaborative, with business casual attire. The organization uses QuickBooks and is transitioning to QuickBooks Cloud, alongside transportation and trucking systems, fleet management software, and various vendor portals. There may be occasional opportunities for overtime, particularly around month-end, reporting cycles, or during system upgrades and implementations.

This is a Contract to Hire position based out of Mississauga, ON.

The pay range for this position is $25.00 - $27.00/hr.

This is a fully onsite position in Mississauga,ON.

Aston Carter fournit des solutions de talent de classe mondiale à des milliers de clients à travers le monde. Spécialisés dans la comptabilité, la finance, les ressources humaines, l'acquisition de talents, les achats, la chaine d'approvisionnement, et certaines professions administratives, nous étendons les capacités des entreprises à la pointe de l'industrie. Nous nous appuyons sur notre profonde expertise en matière de recrutement et sur notre vaste réseau pour répondre aux besoins évolutifs de nos clients et de notre communauté de talents avec agilité et excellence. Avec des bureaux aux États-Unis, au Canada, en Asie et en Europe, Aston Carter est au service d'un grand nombre d'entreprises du classement Fortune 500. Nous sommes fiers d'avoir remporté la désignation « Prix Platine » dans le cadre des prix Best of Staffing® Client et Talent décernés par ClearlyRated.

Aston Carter est un employeur souscrivant au principe de l'égalité des chances et accepte toutes les candidatures sans tenir compte de la race, du sexe, de l'âge, de la couleur, de la religion, des origines nationales, du statut d'ancien combattant, d'un handicap, de l'orientation sexuelle, de l'identité sexuelle, des renseignements génétiques ou de toute autre caractéristique protégée par la loi.

Si vous souhaitez faire une demande d'accommodement raisonnable, tel que la modification ou l'ajustement du processus de demande d'emploi ou d'entrevue à cause d'un handicap, veuillez envoyer un courriel à [email protected] pour connaître d'autres options d'accommodement.

Ordonnance sur l'égalité des chances de San Francisco: Conformément à l'Ordonnance sur l'égalité des chances de San Francisco, pour tous les postes situés dans la ville et le comté de San Francisco, nous examinerons les candidatures des personnes qualifiées ayant un casier judiciaire ou des antécédents criminels.

Utilisation de l'intelligence artificielle (IA): Nous pouvons utiliser l'intelligence artificielle (IA) pour soutenir certaines étapes de notre processus d'embauche, notamment la recherche, la présélection et l'évaluation des candidatures. L'IA aide à analyser les candidatures et les qualifications, mais les décisions finales sont prises par notre équipe de recrutement. En soumettant votre candidature, vous reconnaissez et acceptez que celle-ci puisse être examinée à l'aide d'outils d'IA.

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [email protected] for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.