AP / AR & Office Administrator

Job title : AP / AR & Office Administrator

Reports to : Business Manager

Location : Campbellville, ON

Work Structure : Full-time, onsite

Hours of Work : Mon – Fri, 8 : 00 a.m. – 4 : 30 p.m. EST (30 min unpaid lunch)

Position Summary

Sovereign Fusion is seeking a skilled and resilient AP / AR & Office Administrator to join our dynamic team! This is a fast-paced, hands-on environment where adaptability, accuracy, and emotional intelligence are essential. The successful candidate will play a critical role in accurately processing accounts payable and receivable transactions, supporting office operations, and ensuring the current flow and process of accounting transactions are maintained, accurate, and efficient.

You must demonstrate advanced proficiency in Microsoft Excel and Google Docs, with the proven ability to multi-task, ensure accuracy, manage time and follow current standards with the ability to recommend efficiencies. Experience in the welding, fabrication, or metal construction sectors is crucial, as our industry is demanding and often driven by urgency and time constraints. The ideal candidate will display patience and resilience when meeting conflicting priorities and answering calls, responding to customer inquiries, and supporting your internal colleagues that are on time-sensitive projects.

Essential Functions

• Accounts Payable :
• Daily receipt of packing slips, invoices, and expense account coding
• Accurately posting accounts payable transactions
• Running and verifying reports and entries
• Reconciling vendor statements and maintaining vendor accounts
• Resolve invoice discrepancies and reconciling employee expense reports
• Support management team with inquiries and resolution of issues
• Maintain vendor filing systems
• Receive invoices and reconcile receipts
• Reconciling / matching monthly visa statements
• Match and verify invoices with packing slips and purchase orders
• Confirm general ledger accounting for invoice expenses
• Input vendor costs into open project costing
• Ensure HST accuracy, and timely payment of invoices
• Ensure payment deadlines are met
• Accounts Receivable :
• Daily processing of invoices and customer payments (EDI, credit card, cheques)
• Maintain customer account records
• Follow up on outstanding payments and aging accounts receivable
• Send monthly statements and assist with customer inquiries
• Maintain electronic and hard copy filing systems
• Office Administration :
• Provide support to the office team
• Enter and maintain accurate daily data records to ensure smooth tracking of operational activities and workforce allocation
• Answer inbound telephone and email inquiries
• Handle inbound / outbound mail and courier services as needed
• Create and update records to ensure accuracy and validity of information

Skills & Qualifications

Competency Requirements

$20 - $25 an hour

Comprehensive benefits provided after 3 months of employment

3 weeks' vacation

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