Job Posting: Accounts Payable Specialist

Position Information

Position Title: Accounts Payable Specialist

Location: Halifax, Nova Scotia

Job Summary:

This role requires a proactive individual who is highly organized, comfortable with technology, and able to manage multiple responsibilities with minimal oversight. The individual will play a key role in ensuring smooth AP operations, supporting procurement and document management processes, and maintaining effective communication with vendors and internal teams.

Required Education and Experience

Education:

• Diploma in accounting, office administration, or equivalent work experience.
• Familiarity with Nova Scotia tax regulations.

Experience:

• Minimum 2 years experience with AP processes in a paperless system.
• Solid computer literacy, including documentation, information tracking skills, and Microsoft Office and cloud-based software.

Job Duties

• Process and upload invoices using a paperless system; capture invoice details, route for approval, and export to Sage 100 Contractor.
• Combine PDF documents using Adobe; transfer information in files to relevant programs.
• Review and reconcile vendor statements; follow up on outstanding items and ensure timely payments.
• Create and amend Purchase Orders (POs); verify values with site staff and project managers.
• Understand and distinguish when to use subcontracts versus POs.
• Reconcile invoicing progress against schedules of values or purchase orders.
• Perform AP invoice entry and ensure accuracy in subledger postings using knowledge of basic debits and credits.
• Navigate and use accounting software efficiently, with a preference for experience in Sage 100 Contractor.
• Maintain and update supply inventories; place online orders with vendors such as Costco, Denis, and Staples.
• Arrange and track courier deliveries and assist with equipment rental logs and site tracking.
• Electronically file and manage documents; follow up on missing documentation or materials as needed.
• Support general office administrative duties as required.

Job Capabilities/Performance Standards

• Proficient in Sage 100 Contractor software
• Intermediate proficiency in Microsoft Excel and Microsoft Outlook.
• Strong working knowledge of expense claims, receipt reconciliation, and construction-related expenses.
• Able to multitask, prioritize, and troubleshoot independently.
• Not easily distracted and able to focus in a fast-paced environment.
• Strong organizational skills and attention to detail.
• Experience working with laptops and navigating new programs with minimal training.
• Construction or contractor accounting background.
• Proficient with document management systems.