Reception – Accounts Payable Agent

Job Description

Why Your Job is Important:

• Support Canada and the Americas strategy.
• Offer best-in-class customer service.
• Provide a professional and welcoming first point of contact for employees, visitors and service providers at the office.
• Support the Canada Accounts Payable team through accurate and timely administrative support and payable processing.

SUMMARY DESCRIPTION:

Provide reception, administrative and entry-level Accounts Payable support for the office and Canada Centralized Accounting team. This role is responsible for maintaining a professional reception environment, supporting day-to-day office administration, and assisting with the accurate and timely uploading, submission and processing of payables.

This is an entry-level position with on-the-job training and an opportunity to develop Accounts Payable and accounting knowledge while supporting the broader Canada Accounting team.

WHAT YOU DO:

Tasks and Duties

For detailed job-specific tasks and duties completed regularly by the employee, please reference the Accounting Standards and Procedures on Insite. This section lists the job-specific tasks and duties completed regularly by the Reception, AP Agent - Canada. This list may be edited to the specific job role.

Reception and Administrative Support

• Maintain a tidy, professional and welcoming reception area.
• Greet visitors and provide general assistance as required.
• Receive, sort and distribute daily mail, courier packages and deliveries.
• Follow established security and safety procedures at the reception desk, including visitor sign-in and visitor badges.
• Answer and direct incoming telephone calls and general inquiries as required.
• Scan, organize, upload and maintain documents and electronic records.
• Provide general administrative support to the office and Canada Accounting team.
• Assist with other administrative tasks and projects as assigned.

Accounts Payable Support

• Receive, organize and upload service provider invoices and supporting documentation.
• Review invoices for required documentation and approvals and escalate missing or incomplete information to the appropriate team member.
• Submit payables accurately and timely into the appropriate financial systems in accordance with established processes.
• Assist with the entry and processing of payables, deposits, expenses and payment requests as assigned.
• Ensure supporting documentation is attached, organized and maintained appropriately.
• Identify basic discrepancies, missing information or processing issues and escalate them to the AP Lead or appropriate team member.
• Maintain clear and accurate notes within internal systems when required.
• Assist the Accounts Payable team with routine follow-up and administrative activities.
• Complete assigned Accounts Payable activities in accordance with established company policies, procedures and internal controls.
• Develop knowledge of Accounts Payable procedures and Expeditors systems through structured training and day-to-day experience.
• Support the Centralized Accounts Payable team with other duties and projects as assigned.

Physical Demands

• Use of standard office equipment - a computer with keyboard and mouse, phone, fax/copy/scan machine, etc.
• Write with pencil, pen or marker.
• Functions performed primarily while seated at a desk.

This is an entry-level position.

Qualifications

• High school diploma or equivalent required
• Previous accounting or Accounts Payable experience is not required. Training will be provided.
• Previous reception, office administration or customer service experience is an asset.
• Strong organizational skills and attention to detail.
• Comfortable working with computers, electronic documents and data entry.
• Basic experience with Microsoft Outlook, Excel, Word and Teams is an asset.
• Ability and willingness to learn new systems, processes and accounting procedures.
• Ability to manage multiple responsibilities and priorities in a fast-paced office environment.
• Strong verbal and written communication skills.
• Professional and service-oriented approach when interacting with employees, visitors and service providers.
• Reliable, self-motivated and willing to learn.

Fluent in English; proficiency in French is an asset.

Expeditors Key Performance Expectations

This section lists the core business-critical performance expectations applicable to all Expeditors employees, regardless of position, and should not be edited. Note that these expectations are found in employee’s My Development Plan view (listed in the SKILLS tile) and in the employee’s performance evaluation in the Professional Development Center.

• Exceptional Customer Service:

Exceeds customer expectations by anticipating, understanding and meeting needs. Is proactive and when issues arise, is timely and resolute in solving problems, including escalating to management when necessary. Builds rapport and exhibits empathy during interactions, and consistently strives to improve customer satisfaction with customers. (This skill expectation applies both externally (customers, service providers) and internally (other Expeditors offices/employees).

• Job Execution:

Consistently completes quality work that matches job expectations.  Is committed to operational excellence and continuous improvement for own job function and across the network.  All activities are compliant with company policies/procedures and code of business conduct and with government regulations.

• Reliability:

Consistently meets deadlines. Is punctual and can be relied on for planning purposes. Is organized, manages own time effectively and can prioritize.

• Collaboration:

Displays a willingness to accomplish not only his/her own job responsibilities without the need for constant prodding but is willing, without request, to aid and assist others to the benefit of the company and/or customers. Works in harmony with superiors and fellow workers without incident or delay.

• Communication:

Effectively listens to others and communicates (verbal and written) in a professional manner, both internally and externally. Provides relevant and timely information to co-workers, customers and service providers.  Answers phone calls and responds to voicemails, emails and other communication according to Expeditors' standards.

• Culture:

Exhibits and promotes the company’s 10 cultural attributes: Appearance, Attitude, Confidence, Curiosity, Excellence, Integrity, Pride, Resolute, Sense of Humor, and Visionary. 

• Personal Growth and Development:

Participates in training within the company’s guidelines, completing at least 52 hours of relevant training per year. Completes required training in a timely manner with minimal reminders. Pursues professional development goals for self, including participating in a development plan as appropriate.

Accounting Agent Job-Specific Performance Expectations

This section lists the core business-critical performance expectations applicable to all Accounting Agents, regardless of department or position, and should not be edited. Note that these expectations are found in employee’s My Personal Development Plan view (listed in the SKILLS tile) in the Professional Development Center.

• Timely and Accurate Accounting Processing

Depending on the role, one or both of the below may apply to the Accounts Payable clerk.   Payables: Manages the accounts payables processes, including setting up service provider accounts, receive, review, approve and records payables accurately and timely, as per Expeditors' accounting policies. Manages the disbursement process to ensure service providers are paid accurately and timely.   Receivables: Manages the accounts receivables process, including receiving, safeguarding, and recording customers’ receipts, as per Expeditors' accounting policies. Assists in the credit management process to ensure customers remain within agreed credit and payment terms. 

• Accounting Exception Management

Proactively monitors exception reports to identify problems on accounts, analyze exceptions and to effectively resolve issues with internal and external

Additional Information

Expeditors offers excellent benefits

• Paid Vacation, Holiday, Sick Time
• Health Plan: Medical, Prescription Drug, Dental and Vision
• Life and Long Term Disability Insurance
• RRSP Retirement Savings Plan
• Employee Stock Purchase Plan
• Training and Personnel Development Program

Salary Range: $42,000–$46,000

Compensation: 42000 to 46000 (CAD) (YEARLY)