AR / AP Assistant

Accounts Receivable and Accounts Payable Assistant

** This is a Full Time Permanent in Office Position, located in Sherwood Park, AB **

MAXX North America Services has grown to become a trusted partner in the pipeline and energy sectors. With over 100 years of collective experience across our team, we have continually expanded our capabilities to meet the evolving needs of the oil, gas, and energy sectors.

AP Responsibilities:

• Perform data entry of vendor invoice information with high level accuracy having complete understanding of where and how it affects the financials,
• Reconciling vendor statements to accounting records,
• Resolve vendor concerns,
• Code credit card transactions by working with project managers,
• Maintain confidentiality of financial information through tight adherence to internal controls,
• Answer phones / emails in a professional manner and address or escalate inquiries,
• Assist Corporate controller with administrative tasks.

AR Responsibilities:

• Create and Submit Sales Invoices to Customers,
• Review projects LEMs (Labor, Equipment, Materials) for accuracy, completeness, customer approvals before creating an invoice
• Uploading LEMs in Customer Invoicing Portals, Monitor LEMS for approvals, resolving any discrepancies internally or externally,
• Review all customer POs prior to invoicing approved LEMS to ensure invoices are following the respective PO terms,
• Apply all customer payments in Sage to respective invoices, and update invoice status in Aimsio,
• Investigate, follow-up and resolve any payment discrepancies with the customer and take corrective actions.

Additional duties within the Finance Department:

Invoicing:

• Review projects, LEMs (Labour, Equipment, Materials) for accuracy, completeness, has customer approvals and ensure invoice submission is accurate and in compliance with customers reporting procedures,
• Submission of all required documentation for submitted LEMS based on individual customer requirements,
• Update required customer price book forms with current LEM billings, ensuring rates are accurate, compliant, and reconciled,
• Uploading LEMs in Customer Invoicing Portals, Monitor LEMS for approvals, resolving any discrepancies internally or externally
• Review all customer POs prior to invoicing approved LEMS to ensure invoices are following the respective PO terms,
• Submit invoices that require D-4 waivers and obtaining vendor signature and commissioner of oaths signature and stamp,
• Ensure invoice in SAGE and Aimsio reflect one another,
• Ensure proper provincial and federal tax compliance,
• Ensure review and approval for all expenses by project manager prior to customer submission.

Payment Application:

• Apply all customer payments in Sage and update invoice status in Aimsio to Paid
• Investigate / resolve any payment discrepancies with the customer and take corrective actions (escalate or adjust invoice when required after reviewing with concerned project manager),
• Update and maintain accurate expected payments in the monthly cashflow worksheet,
• Follow up communication with customer for any delays in payment.

Customer Payment Follow Up

• Follow up on customer portals to ensure all invoices submitted are being approved in a timely manner for payment,
• Resolve any billing discrepancies flagged by customer.

Month End:

• Assist in project review to ensure accurate monthly revenue,
• Job profitability review.
• And other related tasks assigned from time to time.

Team & Leadership

• Take an active role in personal and role specific development.
• Provide in put and feedback on personal performance assessments.
• Contribute to the morale and spirit of the team.
• Share wins and successes as a team.
• Promote open dialogue and team cohesiveness.

Finance

• Manage and distribute financial information as required and maintain records.
• Understand compliance issues around accounts receivable processes
• Understand and follow the purchasing and expense guidelines.
• PO Approval limit for purchases=0$

PAYROLL

• Serve as the designated back up for processing weekly payroll

Additional Duties

• Additional duties as required within the Finance Department or as directed by your direct supervisor

What we offer:

• Great working environment
• Competitive Benefits
• Competitive Vacation Time