Senior Accounts Payable Clerk

Urbandale Corporation has been active for over 65 years in the Real Estate Market in Ottawa. Our diverse portfolio consists of residential rental communities, commercial plazas, office buildings, and land development. As a major land developer, home builder and owner/builder of rental communities and commercial properties, our company has left its imprint on many areas of the city.

Position Overview

This role is responsible for ensuring the accurate and timely processing of accounts payable and corporate receivables in accordance with internal controls, accounting standards, and organizational policies. The ideal candidate has a strong understanding of full-cycle accounts payable processes, job costing, journal entries, and accruals.

Key Responsibilities

• Distribute invoices for departmental authorization and approval.
• Audit approved invoices and accounting data for accuracy, proper coding, and compliance with internal controls—including an understanding of debits, credits, journal entries, and accruals.
• Attach corresponding purchase orders and supporting documentation to incoming invoices.
• Enter accounts payable transactions in the accounting system, ensuring accurate tax coding and correct classification for financial reporting.
• Administer and maintain supplier holdbacks, issue credit memos, and release accrued payables in a timely manner.
• Track job costs, including phase and cost codes, contract values, progress payments, and prepare year-end reports.
• Assist in contractor onboarding, validating insurance and WSIB eligibility.
• Prepare weekly cheque runs, coordinate signatures, and ensure timely mailing to avoid late fees.
• Prepare and perform payment cycles (Cheque, ACH and Online Payments)
• Retrieve invoices from various utility websites and reconcile quarterly utility balances to the general ledger.
• Perform vendor statement reconciliations and resolve discrepancies in coordination with internal and external stakeholders.
• Assist with the preparation of credit applications and vendor setup.
• Administer company credit cards, including transaction coding and reconciliation.
• Audit employee expense reports to ensure compliance with the corporate travel and expense policy.
• Prepare and post journal entries and accruals.
• Assist with tax code setup and compliance in the accounting software.
• Manage recurring invoices and associated payments.
• Maintain and organize accounting records through both electronic and physical filing systems.
• Provide supporting documentation for audits or request for information.
• Support corporate accounts receivable: invoicing, collections, and reporting in compliance with accounting standards.
• Investigate and resolve account discrepancies.
• Support month-end and year-end close processes, including preparation of working papers and audit documentation related to AP and AR functions.
• Maintain strict confidentiality of financial information and sensitive data.
• Demonstrate adaptability and efficiency in a fast-paced, high-volume environment.
• Perform additional duties as required.

Qualifications & Experience

• Minimum 5 years of accounts payable and general accounting experience.
• Strong understanding of accounting principles, journal entries, accruals, and tax codes.
• Proficiency in Microsoft Office Suite (minimum 5 years), particularly Excel.
• Experience with accounting systems such as MRI and Nexus is considered an asset.
• High attention to detail and strong organizational skills.
• Ability to manage a high volume of transactions and meet tight deadlines.
• Proven ability to work independently and collaboratively within a team.

Knowledge, Skills & Attributes

• Strong verbal and written communication skills with a professional and courteous phone manner.
• Excellent time management and prioritization abilities.
• High level of accuracy and attention to detail in processing financial transactions.
• Demonstrated problem-solving skills and ability to visualize, organize, and streamline processes.
• Self-motivated with minimal need for supervision.
• Comfortable adapting to shifting priorities in a dynamic work environment.
• Commitment to teamwork, integrity, and continuous improvement.

What We Offer:
• Comprehensive extended health benefits.
• Group RRSP with competitive company matching.
• Employee and Family Assistance Program (EFAP).
• Ongoing training and career development opportunities.

Additional Notes

• Acts as backup for ensuring timely processing of utility, credit card, and manual payments when necessary.

Urbandale is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We do not discriminate based on race, colour, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.