Accounts Payable Coordinator managing invoice processing, vendor payments, reconciliations, and month - end close for Mattr’s manufacturing business. Primarily remote from Calgary or Toronto with occasional onsite work.
About the role
- Accounts Payable Concierge overseeing invoices, reimbursements, tax compliance, and vendor payments. Supporting We Are Social’s global, socially-led creative agency finance operations.
Responsibilities
- Serve as the primary high-touch contact for vendor and employee payment inquiries
- Manage Accounts Payable email inboxes and provide prompt, helpful, and courteous communication
- Guide employees through expense reimbursement processes and system navigation
- Onboard new vendors through the payment software
- Oversee timely and accurate vendor invoice processing within Ramp
- Review corporate credit card transaction coding and employee reimbursement submissions
- Prepare weekly and ad-hoc payment runs
- Maintain audit trails, oversee AP filings, and manage purchase order accruals
- Perform routine reconciliations between financial systems
- Maintain vendor master records and lead vendor management efforts
- Prepare and manage annual 1099/1096 tax filings and maintain W-9 records
- Monitor compliance with sales and use tax regulations
- Enforce Purchasing and Travel & Expense policies
- Keep department leads informed about compliance issues, payment status updates, and vendor risks
- Refine workflows to improve accuracy and efficiency
- Support strategic agency finance initiatives and ad-hoc accounting projects
- Report directly to the Accounts Payable Lead
Requirements
- 2+ years of progressive accounts payable or financial operations experience
- Degree or diploma in Accounting, Finance, or Business Administration preferred
- Hands-on experience with project-based financial systems and modern spend management platforms
- Ramp and Workbook experience is a plus
- Proficiency in Excel and Google Sheets, including pivot tables, VLOOKUP/XLOOKUP, and financial data reconciliation
- Solid understanding of US/local tax requirements, including 1099/1096 annual reporting, W-9 collection, and basic sales and use tax rules
- Excellent written and verbal communication skills with a strong customer-service focus
- Ability to manage competing priorities, high transaction volumes, and tight deadlines with precision
Benefits
- Modern hybrid work schedule
- Company-paid holidays
- Meditation apps
- Health and wellness support
- Regular group activities and team bonding events
- Passport Program to explore and work from one of 18 global offices, including Paris, Singapore, Madrid, Dubai, London, and more
- Fully stocked healthy snacks
- Carbon offsets and community kitchens initiatives
- Hybrid work models and flexible hours
- Work from anywhere policy for short-term stays in other regions
- Generous vacation starting at 3 weeks plus 1 extra week during the summer and over the holidays
- Agency summer days
- Modern open co-working spaces with coffee and snack bars
- Dogs allowed
- Dedicated private wellness room in select offices
- Regular team social events, holiday parties, seasonal gatherings, weekly happy hours, and inspiring speakers
- In-house learning and development sessions
- Annual career and growth conversations
- Access to internal network of opportunities across all agencies
- Internal EDI groups, programs, and initiatives
- Employee resource group opportunities
- Flexible benefits including a personal wellness spending account for gym memberships, pet care, education expenses, and more
- Comprehensive mental health support, including virtual therapy, guided iCBT programs, live therapy, 24/7 access to health clinicians, and other health and wellness resources
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