The Reception & Accounts Payable Clerk provides front office support and assists with accounts payable processing. This role is responsible for greeting visitors, handling incoming communications, and supporting the accurate and timely entry of vendor invoices.

The Clerk plays an important support role in maintaining organized office operations and ensuring financial documentation is processed and filed correctly. This position works closely with office staff, supervisors, and vendors in a busy civil construction and trucking environment.

Reception & Office Support:

• Greet and direct visitors, employees, and vendors in a professional manner.
• Answer and direct incoming phone calls and take messages as required.
• Receive and distribute mail, courier packages, and deliveries.
• Maintain a clean and organized reception and office area.
• Perform general clerical duties such as filing, scanning, photocopying, and data entry.
• Assist with preparing basic documents, forms, and correspondence.
• Maintain office supply levels and notify supervisor when reordering is required.
• Support staff with administrative tasks as needed.

Accounts Payable Support:

• Receive and sort vendor invoices (email, paper, or electronic systems).
• Enter invoices into the accounting system accurately and in a timely manner.
• Match invoices to purchase orders or supporting documents where applicable.
• Ensure invoices are properly coded or forward to supervisor for coding/clarification.
• Route invoices to appropriate personnel for approval.
• Assist with preparing payment batches (cheques/EFT) for review.
• Process and enter company credit card purchases and receipts, ensuring proper documentation and coding.
• Collect and organize credit card receipts from employees and follow up on missing documentation.
• File paid and unpaid invoices in an organized manner (electronic and/or paper).
• Respond to basic vendor inquiries or direct them to appropriate personnel.
• Assist with reconciling vendor statements and identifying missing invoices.

Administrative & Operational Support:

• Maintain organized filing systems for office and financial documents.
• Assist with tracking and organizing project-related paperwork and invoices.
• Support data entry related to fuel, materials, or supplier documentation.
• Assist with maintaining records such as permits, licenses, and compliance documents.
• Provide general administrative support to office and operations staff as required.

Minimum Education: College diploma in Office Administration, Business, or Accounting, or equivalent experience.

Minimum Experience: 2–3 years of experience in an administrative, clerical, or accounts payable support role. Experience in construction, transportation, or a similar environment is considered an asset.

Knowledge:

• Basic understanding of accounts payable processes
• General office procedures and administrative practices
• Familiarity with accounting software (e.g., QuickBooks or similar) is an asset
• Microsoft Office (Excel, Outlook, Word)
  

Abilities:

• Strong attention to detail and accuracy
• Good organizational and time management skills
• Ability to follow established procedures and instructions
• Clear and professional communication skills
• Ability to manage routine tasks in a fast-paced environment
• Maintain confidentiality of company information