THE ROLE
The Accounts Payable & Receivable Clerk performs a broad range of accounting and administrative functions. Duties include but are not limited to:
Bank Reconciliation
- Prepare monthly bank reconciliations for 20+ trust and operating accounts
- Complete all reconciliations within 1 business day after month end
- Post auto-withdrawn invoices and payments into Entrata to match bank statements on a timely basis
- Record monthly bank charges and credit interest transactions for trust accounts
- Scan, upload, and file approved reconciliation packages per records retention policy
Accounts Receivable & Tenant Payment Processing
- Process monthly rent roll for assigned portfolio of properties
- Post cheques, direct deposits, and PAD payments to tenant accounts accurately in Entrata
- Deposit received rent cheques using Remote Deposit Capture (RDC)
- Prepare and reconcile pre-authorized debit (PAD) reports for Property Manager review and approve
- Finalize PAD batches in Entrata for the following month's rent withdrawals
- Apply recurring charges and update tenant accounts accurately each month
- Process and resubmit one-time authorized withdrawals when PAD payments are returned
- Reconcile tenant ledgers and resolve discrepancies
- Prepare tenant chargeback invoices as required
Accounts Payable & Vendor Invoice Processing
- Receive, review, and enter vendor invoices into Entrata for accuracy and approval
- Process utility invoices including BC Hydro, FortisBC, ATCO, Telus, Shaw/Rogers, municipal utilities, and waste management
- Obtain invoices from vendor portals (e.g. Home Depot) and enter into Entrata
- Finalize approved invoices for payment processing
- Print cheques and support accounts payable disbursements as required
- Process in-house recharge invoices (e.g. GPPS, Entrata recharge for buildings)
- Respond to vendor inquiries regarding invoice status and payment timelines
- Support vendor setup and maintenance in the accounting system
- Assist with GL code review and reclassification of incorrectly coded transactions
Journal Entries & Financial Transactions
- Prepare and post journal entries for parking revenue, hydro charges, mortgage payments, loan payments, and other recurring financial transactions
- Process owner distribution invoices for assigned properties
- Process ground rent and property tax installment invoices
- Record credit card expenses into Entrata and ensure accuracy in bank reconciliations
- Record and deposit laundry income and other miscellaneous revenue through Entrata and RDC
- Process TransLink invoices on a recurring schedule (daily, monthly, quarterly, semi-annually, and annually)
Property Tax & Utility Account Administration
- Obtain property tax notices from municipalities and property owners
- Confirm and document payment status via municipal websites and SharePoint
- Maintain utility accounts across portfolio (open/close accounts, enroll/stop Auto-Withdraw and eBilling)
- Ensure all auto-withdrawn utility expenses are properly recorded and reconciled
Reporting, Documentation & Administrative Support
- Download and organize invoice attachments for assigned properties monthly
- Scan and upload financial documents to SharePoint for record retention
- Assist Property Managers with Common Area Maintenance (CAM) charge entry
- Provide accounting support to Property Managers and internal staff as required
- Support colleagues on accounting processes and procedures
- Manage and respond to email correspondence in a timely and professional manner
- Other tasks as assigned
THE QUALIFICATIONS
The Accounts Payable/Receivable Clerk has:
- Up to 2 years of related accounting or bookkeeping experience, preferably in property management
- Solid understanding of accounts payable, accounts receivable, and basic accounting principles
- Experience with property management software (Entrata preferred) or comparable platforms
- Proficiency with bank reconciliations, journal entries, and PAD administration
- Strong attention to detail and accuracy in high-volume data entry environments
- Good written and verbal communication skills for vendor and team correspondence
- Ability to manage competing priorities and recurring deadline-driven workflows
- Comfortable working with SharePoint, Remote Deposit Capture (RDC), and municipal online portals
Pay: $30.00-$32.00 per hour
Benefits:
- Casual dress
- Dental care
- RRSP match
- Tuition reimbursement
Work Location: In person
