Ar / Ap Clerk

Position Overview The AR / AP Clerk is responsible for supporting the accounting operations of Properties by processing accounts payable and accounts receivable transactions, ensuring accuracy in financial records, maintaining compliance with tax requirements, and providing administrative support to the Controller and property management team.

Key Responsibilities

• Receive, review, and process vendor invoices from shared inboxes and upload folders.
• Save and organize invoices using the proper property and monthly folder structure.
• Record all invoices in the AP tracker including vendor information, invoice amounts, property, legal entity, and due dates.
• Code invoices in HOPEM using the correct GL accounts, tax codes, property, and entity.
• Match invoices against contracts, recurring service charges, and purchase orders.
• Identify discrepancies, duplicates, or irregularities and escalate issues to the Controller.
• Prepare invoice approval packages with summaries and backup documentation.
• Maintain and update AP aging reports, ensuring accurate status tracking of pending, approved, and paid invoices.
• Assist with EFT and cheque payment processing, including verification of vendor details.
• Reconcile vendor accounts to ensure proper application of invoices, credits, and payments.
• Process tenant rent payments including cheques, EFTs, and wire transfers, and enter transactions into HOPEM.
• Apply tenant payments to appropriate rent components such as base rent, additional rent, taxes, and other charges.
• Create and send tenant chargeback invoices for recoverable expenses.
• Maintain AR aging reports and identify overdue or partial payments.
• Prepare monthly rent roll summaries and coordinate with the Admin Clerk on lease questions.
• Download bank statements for all properties and entities.
• Match bank activity with HOPEM entries including deposits, EFTs, cheque payments, and transfers.
• Investigate reconciling items and resolve discrepancies.
• Support monthly bank reconciliation processes for all accounts.
• Maintain and update the GST / QST master tracker for all entities.
• Ensure transactions include correct tax coding in HOPEM.
• Reconcile GST / QST payable and receivable accounts using reports and sub-ledgers.
• Extract tax reports including taxable sales, taxable purchases, and ITCs.
• Prepare GST / QST returns and submit filings through CRA and Revenu Québec portals with Controller approval.
• Maintain organized archives of filed returns, remittance confirmations, and notices.
• Maintain organized digital filing systems for AP and AR documents.
• Ensure all invoices, approvals, receipts, and payment confirmations are filed correctly.
• Maintain GST / QST support files by entity and reporting period.

Additional Responsibilities

Night Shift (Canadian Time EST)