Accounting Specialist AP, AR & Collections

Mercana is one of North America’s leading home furnishings wholesalers, serving interior designers and retail partners worldwide. As a design-first company, we produce unique pieces for the home each season, including wall art, furniture, lighting, and home decor accessories.

Position Summary

The Accounting Specialist — AP, AR & Collections owns both sides of the transaction cycle for Mercana. On the payable side, the role is responsible for import and container invoicing, customs and freight documentation, and vendor account reconciliation. On the receivable side, it owns customer invoicing, collections, and the resolution of billing queries across wholesale and e-commerce channels.

This role consolidates two previously separate positions. Splitting payables and receivables across two people created duplicated ERP work, gaps in coverage when either was absent, and no single owner of the container-to-cash picture. A single full-cycle owner removes the handoff, makes cash position visible from one desk, and gives the Accounting Manager one point of accountability for both aging and vendor standing.

The role sits where Finance meets Purchasing, Sales and Customer Operations, so professional communication and follow-through matter as much as technical accounting skill. It suits someone who moves comfortably between two distinct workflows in a single day and who improves the processes they work inside rather than simply running them.

Key Responsibilities

Accounts Payable

– Review, validate and post import purchase order invoices, reconciling payment to each invoice for both US and Canadian containers in a timely manner.

– Prepare the container-related payment list by reviewing container arrival dates and status in Power BI.

– Process customs, ocean freight, brokerage and export duty invoices.

– Receive and post other purchase invoices, including utilities, materials and services.

– Review Custom Import card entries for both US and Canadian shipments for accuracy, ensuring all entries are reviewed in time for the month-end CBSA duty process.

– Review, process and reconcile vendor statements, investigating and resolving variances.

– Monitor the Accounts Payable inbox and respond to internal and vendor inquiries concisely and promptly.

– Assist with weekly payment runs as required.

Accounts Receivable & Collections

– Generate and issue accurate customer invoices through the ERP system.

– Post ACH, cheque and wire customer payments, and reconcile and post credit card and other electronic payments.

– Monitor customer accounts and the aging report, following up on overdue balances to ensure timely collection.

– Research customer payment discrepancies and initiate or process adjustments where appropriate.

– Communicate professionally with customers regarding payment terms, discrepancies and overdue balances, protecting the relationship while protecting the receivable.

– Maintain detailed and accurate records of collection activity and customer interactions in the accounts receivable management system.

– Perform credit card pre-authorizations and manage credit limit authorizations as required.

– Process online, freight damage and factory claims, and perform reverse logistics invoicing in coordination with the relevant teams.

– Process e-commerce and marketplace invoicing, and investigate and resolve related queries across online sales channels, including third-party marketplaces.

– Assist in developing and executing collection strategies that improve cash flow and reduce aged receivables.

Reconciliation & Month-End

– Reconcile customer and vendor accounts regularly and resolve discrepancies promptly.

– Support month-end close by preparing reports, reconciliations and journal entries related to accounts receivable.

– Conduct periodic audits of payable and receivable processes and recommend improvements.

Documentation, Systems & Process

– Maintain current written documentation for the main Accounts Payable and Accounts Receivable workflows, to a standard that allows another team member to run them during an absence.

– Contribute to the ongoing digitization and automation of Finance processes, including converting paper records to digital formats where feasible.

– Apply AI and automation tools to invoice handling, statement reconciliation, and routine customer follow-up, and identify further opportunities to reduce manual effort.

Cross-Functional Support

– Partner with Purchasing and Logistics on container, customs and freight documentation, resolving discrepancies before they reach payment.

– Collaborate with Sales and Customer Operations to resolve billing, claims and payment queries.

– Provide backup to other members of the Finance team and cover during absences.

– Carry out other related duties and support Finance projects as assigned.

Qualifications

– Bachelor’s degree in Accounting, Finance, Business Administration or a related field preferred.

– Two or more years of experience in accounts payable, accounts receivable, collections or a similar role; exposure to both sides of the cycle is preferred.

– Strong understanding of accounting principles and practices.

– Experience with import documentation, customs entries, ocean freight or brokerage invoicing is an asset.

– Proficiency with accounting software, Microsoft Dynamics 365 Business Central and the Microsoft Office suite, particularly Excel; familiarity with Power BI is an asset.

– Excellent communication and negotiation skills, with a customer-focused mindset.

– Detail-oriented, with strong analytical and problem-solving skills.

– A genuine interest in applying AI and automation to reduce manual finance work is actively sought in this role.

-- Able to work independently, manage competing priorities and meet deadlines in a fast-paced environment

WHAT WE OFFER

At Mercana, we continually invest in our greatest resource — our people. We aim to make your employment experience with us the best possible, with rewards and benefits that support a balanced and enjoyable lifestyle for you and your family.

• Expected wage range of $55.000 to 60.000 a year with placement in the range based on relevant experience and demonstrated skill

• Extended health and dental benefits for you and your family

• Two weeks of annual vacation

• Exclusive Mercana staff discounts on all furniture, lighting, and accessories

• A dynamic work environment with a great group of people

• Company-funded events

• Career development potential