We are The Collective, a leading provider of office furnishings with over 30 years of expertise. Known for our creativity and commitment, we serve clients across the U.S., Canada, and the Caribbean, managing long-term partnerships with industry-leading service.

Accounts Payable Administrator

Position Summary

We are seeking a detail-oriented and organized Accounts Payable Administrator to join our Finance team. The successful candidate will be responsible for day-to-day accounts payable activities, employee expense and corporate credit card reconciliations, online purchases, vendor payments, and maintaining accurate financial records.

The ideal candidate will have an accounting background, 1–3 years of relevant experience, strong attention to detail, and the ability to work effectively in a fast-paced environment while meeting payment and month-end deadlines.

Key Responsibilities

Process vendor invoices accurately and in a timely basis.
Review invoices against purchase orders, receiving records, and supporting documentation.
Identify and investigate discrepancies between purchase orders, receipts, and vendor invoices.
Prepare and process vendor payments, including EFT, wire transfers, cheques, and credit card payments.
Maintain the regular AP payment cycle and ensure payments are processed according to approved payment terms.
Monitor vendor accounts and respond to payment and invoice inquiries.
Reconcile vendor statements and follow up on missing invoices, credits, and outstanding items.
Manage and reconcile corporate credit card accounts and balances.
Collect receipts and supporting documentation for credit card transactions and follow up on missing documentation.
Process and track online purchases and ensure appropriate approvals and supporting documents are maintained.
Ensure expenses are coded to the correct GL accounts, departments, projects, and cost centres.
Assist with new vendor setup and maintain accurate vendor information.
Verify banking information and follow established controls for vendor banking changes.
Review employee expense reports for accuracy, appropriate approvals, and supporting receipts.
Assist with AP accruals and other month-end closing activities.
Maintain organized electronic records of invoices, payments, approvals, and supporting documents.
Assist with AP aging reviews and ensure old or outstanding items are investigated and resolved.
Support internal and external audit requests by providing invoices, payment records, and other supporting documentation.
Work closely with Purchasing, Operations, Project Management, and other departments to resolve invoice and PO discrepancies.
Follow company accounting policies and internal controls.
Provide additional accounting and administrative support to the Finance team as required.

Qualifications & Experience

Diploma or degree in Accounting, Finance, Business Administration, or a related field.
1–3 years of Accounts Payable or general accounting experience.
Good understanding of basic accounting principles, including AP, GL coding, accruals, and account reconciliation.
Experience with invoice processing, purchase orders, vendor payments, and credit card reconciliation.
Experience with Simply Accounting / Sage 50 is preferred.
Familiarity with NetSuite is a strong asset.
Proficiency in Microsoft Excel, Outlook, and other Microsoft Office applications.
Experience working in a multi-currency environment, particularly CAD and USD, is an asset.

The Collective welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.

Join us to be part of a dynamic team that values precision, efficiency, and proactive problem-solving!

Apply via Indeed or our website at www.collective.space. This position is onsite for the first year and then hybrid (2-3 days in office) during the second year and onward.

Pay: $50,000.00-$55,000.00 per year

Benefits: