Purchasing and Accounts Payable Coordinator

Job Responsibility:

: Purchasing and Accounts Payable Coordinator

DIVISION/DEPARTMENT: Accounting LOCATION: Calgary JOB TITLE: Purchasing and Accounts Payable Coordinator REPORTS TO: Chief Operation Officer TYPE OF POSITION: Full-Time

Primary Job Purpose: The Purchase and Accounts Payable Coordinator manages and oversees the accounts payable sub-ledger, ensuring efficient handling of the purchase process from order generation to invoicing entry and payable runs. This role is crucial in maintaining strong vendor relationships and ensuring compliance with company policies regarding payment authorization levels. The coordinator also ensures timely month-end close procedures and prepares management reports on purchases and accounts payable.

Specific Responsibilities:

Reporting:

• Present weekly accounts payable dashboard reports at team meetings.
• Include details on aged payables, upcoming cheque runs, outstanding amounts, PO discrepancies, invoice processing metrics, credit write-offs, vendor payment terms, missing invoice copies, chargebacks, and discounts taken.
• Prepare and present reports on purchase order (PO) statuses, outstanding orders, and received items.
• Maintain backup documentation and communication logs for all A/P and procurement transactions.
• Maintain outstanding cheque list and keep current - requires communication with owner
• Manage daily cash flow report (real-time) to support management purchasing decisions including line of credit accounts and facility usage.

Leadership:

• Foster positive relations with vendors and suppliers.
• Report accounts payable challenges and cash flow issues promptly to management.
• Coordinate with purchasing and estimating teams to prevent overpayments and duplicates.
• Oversee the entire purchase process, including vendor selection, PO generation, order tracking, and goods receipt.
• Lead improvements in accounts payable and procurement processes and systems.
• Train and mentor staff on best practices for procurement and accounts payable.
• Continual self-learning on best software practices and procedures taking advantage of ways to improve efficiencies and cut required processing times.
• Alert for any overdue payables with recommendations for payment options

Financial:

• Process daily invoices, ensuring approval, sorting, coding, and cheque runs.
• Enter invoices into QuickBooks promptly each week uploading copies of invoices into the accounting system.
• Ensure all purchase orders match the corresponding invoices and receipts.
• Manage A/P email inquiries and responses within 24 hours.
• Process employee expenses monthly, adhering to submission deadlines.
• Handle daily banking tasks, including wire transfers and online payments.
• Reconcile payments with general ledgers weekly.
• Review monthly invoices and vendor statements for accuracy and potential errors.
• Manage adjustments to corporate billing records.
• Process subcontractor payments bi-weekly, ensuring proper approvals.
• Ensure all purchase transactions are recorded accurately and reflect correct financial data.

Controls:

• Review vendor statements weekly, investigating discrepancies.
• Verify approvals or purchase order matching for all payments.
• Monitor aged trial balance monthly and escalate issues as needed.
• Implement and maintain internal controls for the procurement and accounts payable process.
• Ensure compliance with company policies regarding purchasing and payment authorization levels.
• Conduct regular audits of purchase orders, receipts, and invoices to ensure accuracy and prevent fraud.

Requirements:

Skills Required - Technical:

• Advanced proficiency in MS Office (Excel, Word) and QuickBooks.
• Minimum three years of full-cycle accounts payable experience, including reporting and payment processing.
• Understanding of accounts payable workflows and internal controls.
• Strong knowledge of procurement processes and best practices.
• Ability to manage accounting figures accurately and correct discrepancies.
• Proficiency in learning new software and in-house programs.

Skills Required - Non-Technical:

• Strong attention to detail and accuracy.
• Excellent relationship-building skills with departments, suppliers, and business partners.
• Diplomatic, negotiation, and conflict resolution skills.
• Analytical thinking, planning, prioritization, and organizational skills.
• Effective verbal and written communication skills in English.
• High ethical standards for handling confidential information and financial transactions.
• Ability to identify departmental challenges and propose solutions.

Education and Experience Required:

• Post-secondary education is preferred in accounting, finance, or business administration.
• Minimum three years experience in a Purchase and Accounts Payable role or similar position.
• Familiarity with QuickBooks accounting software is a plus.

Application Instructions: Interested candidates should submit a resume and cover letter outlining their qualifications and relevant experience to View email address on ca.edajobs.com. Please include "Purchase and Accounts Payable Coordinator - Calgary" in the subject line of your email. We thank all applicants for their interest; however, only those selected for an interview will be contacted.

About Gold's Gym Calgary: Gold's Gym Calgary is dedicated to providing a premium fitness experience to our members. We are committed to excellence in every aspect of our operations, including financial management and vendor relationships. Join our team and contribute to our mission of helping individuals achieve their fitness goals while maintaining strong business practices.

Job Types: Full-time, Permanent

Pay: From $23.00 per hour

Expected hours: 40 per week

Benefits:

• On-site childcare
• On-site gym
• On-site parking

Flexible Language Requirement:

• French not required

Schedule:

• 8 hour shift
• Monday to Friday

Education:

• Secondary School (preferred)

Experience:

• purchasing: 1 year (preferred)

Work Location: In person