Accounts Payable Associate

About Shah Trading Company

Shah Trading Company is an established Canadian food processing, packaging, importing, and distribution company serving customers across Canada and North America. With a broad portfolio of grains, pulses, beans, spices, nuts, dried fruits, and other food products, we operate in a fast-paced environment where quality, service, operational excellence, and long-term customer relationships are central to our success.

The Role

The Accounts Payable Associate processes vendor invoices and employee expenses accurately and on time, pays suppliers within terms, and keeps vendor records and the AP sub-ledger clean so the company pays the right amount to the right party once.

Key responsibilities

Invoice processing

• Receive, sort and log vendor invoices; process a daily volume of roughly [50] invoices.
• Verify invoice accuracy: legal entity, vendor name, PO number, quantities, pricing, currency, sales tax (GST/HST/PST/QST) and payment terms.
• Code non-PO invoices to the correct GL account, financial dimensions and tax code; route to the budget owner for approval.
• Process credit memos, debit notes, recurring invoices and intercompany charges.

Matching, approvals and dispute resolution

• Perform three-way matching of invoice, purchase order and goods receipt; clear match exceptions with procurement and receiving.
• Follow up on invoices pending approval.
• Investigate and resolve pricing, quantity and short-shipment disputes with vendors and buyers; document outcomes.
• Monitor the GRNI (goods received not invoiced) and unapproved-invoices weekly.

Payment processing

• Prepare payments (EFT/ACH, cheque, wire) by due date, capturing available early-payment discounts and avoiding late fees.
• Produce the payment proposal and supporting backup for Treasury review within approval limits.
• Handle urgent and manual payments, stop payments, voids and reissues; send remittance advices to vendors.
• Confirm bank account changes by call-back to a known vendor contact before any payment to a new or changed account.

Vendor master and vendor relations

• Set up and maintain vendor records: tax information, banking details, terms, contacts and approved status, with supporting documentation.
• Run periodic vendor-master clean-ups (duplicates, inactive vendors) and quarterly audits of changes.
• Answer vendor inquiries on invoice status and payment timing within one business day.
• Reconcile vendor statements monthly for key suppliers and resolve unapplied credits and missing invoices.

Reconciliations and month-end close

• Reconcile the AP sub-ledger to the general ledger and clear reconciling items.
• Prepare the month-end accrual for received-not-invoiced goods and services and unprocessed invoices.
• Produce the AP aging and days-payable-outstanding (DPO) reports and explain unusual balances.
• Reconcile prepaid, accrued-liability and clearing accounts assigned to AP; support monthly and annual close.

Controls, tax and compliance

• Ensure correct input tax credit (ITC) treatment and support GST/HST filings.
• Retain invoices and approvals per the records-retention policy; provide samples and support to internal and external auditors.
• Flag suspected invoice fraud, phishing or unusual vendor requests.

Second entity: billing and general accounting

• Support both legal entities, keeping invoices, vendors, payments and postings in the correct entity and ledger.
• Prepare and issue 3–4 customer sales invoices per month for [Entity 2]: confirm billing details with the business owner, apply the correct sales tax, send the invoice and record it in the AR sub-ledger.
• Follow up on those receivables, apply customer payments and keep the entity's AR aging current.
• Prepare and post a small number of monthly journal entries for [Entity 2] (for example accruals, intercompany charges, prepayments) with supporting documentation and reviewer approval.
• Reconcile the entity's bank and intercompany accounts at month-end and provide close support to Director of Finance.