Accounts Payable Officer I

General Accounting & Bookkeeping: Record daily financial transactions (sales, purchases, expenses, payroll-related entries); maintain and reconcile general ledger and subsidiary ledgers (AP, AR, inventory); prepare journal entries, accruals, and month-end adjustments; ensure accuracy, completeness, and proper account classification.

• Vendor and invoice management: Review, verify and process vendor invoices; ensure proper authorization and matching to purchase orders; resolve discrepancies promptly. Maintain a vendor master file and ensure that contracts reflect agreed terms.
• Payment processing: Prepare and execute payments (checks, wires, etc) in accordance with payment terms; monitor payment schedules to avoid late fees; respond to vendor inquiries.
• Accounts payable reconciliation and month‑end close: Reconcile vendor statements and the accounts payable sub‑ledger; record accruals and adjustments; assist in month‑end and year‑end close by ensuring that payables, intercompany liabilities and expense accruals are accurately captured.
• General ledger and financial reporting: Post journal entries for payables, fixed assets, prepaids and other general ledger accounts; prepare balance‑sheet reconciliations and assist in producing monthly financial statements for BGVI and BGPW. Coordinate with the controller to allocate shared expenses (e.g., facility costs, manpower) between companies.
• Budgeting and forecasting: Provide historical expense data and accounts payable projections to support budgets and cash‑flow forecasts. Monitor actual expenses against budget and highlight variances.
• Compliance and documentation: Maintain organized records of invoices, payments and correspondence; ensure compliance with company policies, internal controls and tax requirements (e.g., 1099 reporting). Support internal and external audits by preparing documentation and responding to inquiries.
• Banking and Cash Management: Oversees banking and cash-related activities for assigned companies, including the preparation and completion of monthly bank reconciliations and the review of cheque payments prepared by the Finance EA. The role ensures that all bank transactions are properly recorded in the accounting system, monitors bank balances for cash flow visibility, and coordinates with the Finance EA and banks to resolve discrepancies. Bank reconciliation schedules and related reports are prepared for Management and external accountant review.
• Vendor and internal communication: Serve as the primary point of contact for vendors; collaborate with the Purchasing Officer and receiving departments to resolve invoice disputes and ensure goods and services are properly received.
• Process improvement: Identify opportunities to streamline the procure‑to‑pay workflow; implement automation tools and best practices to reduce manual effort and improve accuracy.
• Coordination with external accountant: Provide transaction data, vendor tax information and other documentation required for quarterly and annual tax filings; support statutory reporting.

Minimum Requirements:

• Bachelor’s degree in Accounting, Finance or related discipline. At least 4 years of experience in accounts payable.
• Strong understanding of accounting principles, payables workflows and internal control frameworks.
• Proficiency in quickbooks and spreadsheets; ability to analyze data and create reports.
• Excellent organizational, time‑management and communication skills.
• Ability to manage multiple entities and allocate shared expenses accurately.