Accounts Payable Specialist

Entity: WELL Health Technologies Corp. - Finance Shared Services

Job Title: Accounts Payable Specialist

Salary Range: $60,000–$65,000

Job Class: Full-time

Work Location: Vancouver, BC

About the Company

WELL Health Technologies is an innovative technology-enabled healthcare company whose overarching objective is to positively impact health outcomes by leveraging technology to empower and support healthcare practitioners and their patients and is publicly traded on the Toronto Stock Exchange under the symbol "WELL." As the largest clinic network in Canada, operating under the WELL Health Clinic Network brand, we currently have 220+ clinics across the country. Our team includes over 3,400 WELL Care Providers, facilitating more than 4.2 million patient interactions each year. Our clinics offer a diverse range of services, including walk-in appointments, family medicine, internal medicine, Kinesiology, sleep apnea treatment, Botox procedures, and women’s health services. The company has built a comprehensive practitioner enablement platform which includes digital Electronic Medical Records (EMR), practice management software, practitioner enablement tools, telehealth platforms, digital health apps that extend the features of EMRs, billing and Revenue Cycle Management (RCM) solutions, patient engagement technologies, clinic optimization tools, data protection solutions and more. The platform empowers healthcare providers with digital healthcare products, tools, and services designed to enhance the delivery of care, and improve their patients’ healthcare experience and health outcomes. For more information about the company, visit: www.well.company and wellclinics.ca.

Position Summary

The Accounts Payable Specialist is responsible for the end-to-end processing of vendor invoices, approval workflow management, payment preparation, vendor account reconciliations, and support of the organization’s accounts payable operations. This role ensures the timely and accurate processing of transactions while maintaining compliance with company policies, financial controls, and accounting standards.

The Accounts Payable Specialist serves as a key liaison between vendors, operational teams, approvers, and Accounting to ensure efficient invoice processing and payment execution.

You will work closely with the Accounting and Finance teams, Department Managers, Business Unit Leaders, External Vendors, and Banking Partners.

What you will be doing

Invoice Processing and Verification

• Review and validate invoices received through the Accounts Payable inbox and AP automation system.
• Verify invoice details, including supplier information, invoice number, invoice date, currency, taxes, and total amounts.
• Identify and resolve duplicate invoices, discrepancies, and data entry errors.
• Ensure invoices are assigned to the correct legal entity, business unit, and department.
• Maintain invoice processing accuracy and compliance with company procedures.

Invoice Coding and Workflow Management

• Assign and validate General Ledger (GL) accounts, Business Units (BU), and departmental coding.
• Prepare transaction descriptions in accordance with company standards.
• Review tax treatment and coding accuracy.
• Route invoices through the approval workflow and monitor approval status.
• Follow up with approvers to ensure timely processing.
• Investigate and resolve workflow exceptions and approval issues.

Payment Processing and Batch Preparation

• Create and manage payment proposals within Dynamics 365.
• Prepare EFT, ACH, and wire payment batches.
• Validate payment dates, currencies, banking details, and payment amounts.
• Maintain payment tracking logs and supporting documentation.
• Prepare payment approval packages for review by the Accounts Payable Lead.
• Assist with payment file generation and banking upload processes.

Vendor Management and Reconciliations

• Reconcile vendor statements and investigate outstanding balances.
• Research and resolve vendor inquiries regarding invoices and payments.
• Communicate professionally with vendors to address discrepancies and payment-related concerns.
• Maintain positive vendor relationships while ensuring adherence to company policies.

Compliance, Controls and Reporting

• Ensure compliance with company policies, approval matrices, and internal controls.
• Maintain complete audit trails and supporting documentation.
• Support month-end and year-end AP close activities.
• Assist with audit requests and documentation requirements.
• Monitor and report on outstanding invoices, approvals, and payment status.

Continuous Improvement

• Identify opportunities to improve AP processes and efficiencies.
• Support system enhancements, automation initiatives, and process documentation.
• Assist with onboarding and training of new AP team members as required.
• Participate in departmental projects and ad hoc assignments.

You have

Education

• A diploma or degree in Accounting, Finance, Business Administration, or a related field is preferred.

Experience

• 2–5 years of Accounts Payable experience in a high-volume environment.
• Experience working with AP automation platforms and ERP systems.
• Experience with invoice coding, workflow approvals, reconciliations, and payment processing.

Technical Skills

• Experience with Microsoft Dynamics 365 is preferred.
• Experience with Medius AP Automation is preferred.
• Advanced Microsoft Excel skills.
• Proficiency with Microsoft Office Suite.

Knowledge and Expertise

• Accounts Payable best practices.
• General Ledger coding principles.
• GST/HST and sales tax fundamentals.
• Internal controls and audit requirements.
• Vendor management and payment processing.

Core Competencies

• Strong attention to detail and accuracy.
• Analytical and problem-solving abilities.
• Excellent organizational and time-management skills.
• Strong verbal and written communication skills.
• Ability to prioritize competing deadlines.
• Customer service orientation.
• Ability to work independently and collaboratively.
• A high degree of professionalism, integrity, and accountability.

Key Performance Indicators

Performance Area

Measures

Processing Efficiency

Number of invoices processed per day/week
Invoice processing turnaround time
Payables inbox response time
Approval cycle completion rate

Accuracy and Quality

Invoice processing accuracy rate
Coding accuracy rate
Duplicate invoice prevention rate
Payment accuracy rate

Vendor Service

Vendor inquiry response time
Vendor issue resolution turnaround time
Statement reconciliation completion rate

Compliance

Percentage of invoices approved within service-level agreements (SLAs)
Month-end AP close completed on schedule
Audit findings related to AP processes
Compliance with approval and documentation requirements

The salary for this position falls within a defined range and will be determined based on several factors, including the candidate’s experience, qualifications, skills, and the needs of the organization. At WELL, we are committed to fair and equitable compensation and aim to provide a competitive salary that reflects the value and expertise of the successful candidate.

WELL is committed to fostering a diverse, inclusive, and accessible workplace. We welcome and celebrate the diversity of applicants and team members across ability, race, gender identity, sexual orientation, and lived experience. We strive to create an environment where differences are valued and contribute to our collective success – this is the WELL Way.

This recruitment process uses automated tools, including artificial intelligence, to help review applications. Qualified human decision-makers review these results and make all final hiring decisions.

WELL has been independently certified as a Great Place to Work® by the Great Place to Work Institute® Canada. This recognition reflects our commitment to building a workplace culture rooted in trust, inclusivity, and employee well-being. It also aligns with our Healthy Place to Work pillar and the priorities outlined in our annual Sustainability Impact Report.

Read more about us: https://stories.well.company/