About this role
*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for 20+ trust and operating accounts * Complete all reconciliations within 1 business day after month end * Post auto-withdrawn invoices and payments into Entrata to match bank statements on a timely basis * Record monthly bank charges and credit interest transactions for trust accounts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 entr