Accounts Payable Administrator

Position Overview:

The Accounts Payable Administrator is a key member of the Corporate Accounting team, responsible for the accurate and timely processing of payables and payments, and for supporting month-end accounting activities across Weston Forest’s multiple companies and entities. Based out of the company’s head office, this role partners closely with the Director, Accounting and the broader Finance team to keep transactions and supplier accounts current and to meet month-end close deadlines.

Operating in a hands-on capacity, the role manages the full accounts payable cycle, from processing and posting supplier and expense invoices through to preparing payment batches, EFT files, and online banking uploads in both CAD and USD. The role also supports the month-end close through accruals, journal entries, and prepaid expense schedules.

This position is well-suited to a detail-oriented accounting professional with a solid accounts payable foundation who is looking to build their exposure to month-end close within a dynamic, multi-entity manufacturing and distribution environment.

REPORTING RELATIONSHIPS:

• Direct Reporting to: Director, Accounting

KEY ATTRIBUTES:

• Strong attention to detail and accuracy, with the ability to keep transactions and vendor account reconciliations current
• Able to work independently, prioritize competing deadlines, and follow up on discrepancies through to resolution
• Highly organized and able to manage a high volume of transactions across multiple entities
• Proactive problem solver with strong analytical skills
• Collaborative and service-oriented, maintaining positive relationships with suppliers and internal stakeholders
• High integrity, confidentiality, and sound judgment in handling financial and banking information
• Adaptable and comfortable working under pressure in a fast-paced environment

KEY RESPONSIBILITIES:

Accounts Payable

• Process, code, and post supplier and expense invoices accurately and within payment terms, ensuring supporting documentation and approvals are in place
• Proactively identify and resolve invoice discrepancies, obtain approvals, and follow up on outstanding issues
• Reconcile vendor accounts and maintain accurate supplier records
• Prepare and review AP aging reports, investigating and resolving aged or unusual items
• Take full advantage of available discount opportunities and ensure payment deadlines are met
• Maintain positive supplier relationships and respond to vendor inquiries in a timely manner

Payments

• Prepare payment batches, EFT files, and online banking uploads for CAD and USD payments
• Process ACH/EFT transactions for Canadian and U.S. suppliers, ensuring accuracy and appropriate authorization

Month-End Close & General Accounting

• Support the month-end close process, including preparing accruals and journal entries
• Maintain prepaid expense schedules and prepare related month-end journal entries
• Maintain and reconcile tracking spreadsheets supporting balance sheet accounts
• Support quarter-end and year-end activities, including determining cut-off dates and amounts of vendor purchases
• Manage accounting responsibilities for multiple companies and entities within the Weston Forest group

Other

• Provide assistance to others in the department as workload allows
• Perform backup functions as required and participate in cross-training initiatives
• Other duties as required

Qualifications & Requirements:

Education & Certification

• College diploma or university degree in Accounting, Finance, or a related discipline preferred
• Progress toward a CPA designation is considered an asset

Experience

• Minimum 2 years of accounting experience, preferably in accounts payable and general accounting
• Experience processing and posting supplier and expense invoices
• Experience preparing payment batches, EFT files, and online banking uploads
• Strong understanding of CAD and USD payments, including ACH/EFT transactions
• Experience preparing and reviewing AP aging reports
• Experience with month-end close, including accruals, journal entries, and prepaid expense schedules
• Experience handling accounting responsibilities for multiple companies or entities; manufacturing or distribution experience is an asset

Technical Proficiency

• Strong Microsoft Excel skills, including maintaining and reconciling tracking spreadsheets
• Experience with ERP or accounting systems; Microsoft Dynamics Great Plains is an asset
• Experience with online banking platforms and electronic payment files
• Working knowledge of Microsoft Word and Outlook

Core Competencies

• Attention to Detail & Accuracy
• Time Management & Prioritization
• Problem Solving & Follow-Through
• Independence & Accountability
• Supplier & Stakeholder Relationships
• Continuous Improvement Orientation

Working Conditions, Effort & Environment

• Office-based at Weston Forest’s head office, with standard business hours of 8:00 a.m. to 5:00 p.m. and flexibility required during month-end close
• Minimal physical effort; standard office mobility and prolonged periods of computer work
• Requires sustained concentration and accuracy under tight deadlines, particularly during month-end close
• Frequent engagement in problem solving, prioritization, and collaboration with Finance, suppliers, and internal stakeholders

Weston Forest – “You’ll Love Doing Business with Us”

Who We Are

Founded in 1953 as a family business, Weston Forest has grown into a dynamic organization with a strong North American presence. We specialize in distributing and manufacturing products for the Industrial and Construction sectors across the continent. Our story is defined by trusted partnerships with industry leaders, national recognition as a top employer, and a deep passion for people, processes, and sustainable growth.

At Weston Forest, our Vision is simple: to be the right partner for our employees, customers, and suppliers. Collaboration is at the heart of everything we do — we focus on building lasting relationships rather than just completing transactions.

Our Mission is clear: as a trusted partner, our purpose is to anticipate and respond to stakeholder needs with impactful solutions. We are proactive in creating value, always seeking to meet challenges with integrity, innovation, and responsiveness.

Our Driving Force is empowering our people, customers, and suppliers by offering unique capabilities that go beyond products. Through our expertise, service, and technology, we create opportunities for success and growth across our networks.

Our values are the foundation of how we operate every day:

• Entrepreneurial Spirit – Always striving to improve and innovate.
• Integrity – We honor our commitments.
• Growth – We foster personal and professional development.
• Partnership – We measure our success by the success of those we serve.
• Community – We build more than businesses; we build communities.
• People – While results matter, people matter more.

Equal Opportunity Employer

Weston Forest Products, (“the Company”), is proud to be an equal opportunity employer. We are committed to an inclusive, barrier-free recruitment process and work environment. Please advise Human Resources of any accommodations that are required. Any information regarding accommodation will be treated as confidential. Application Process & Accessibility Artificial Intelligence is not used in the screening or selection of candidates for this role.Applicants who are interviewed will be notified of the hiring decision within 45 days of the final interview, in accordance with the Employment Standards Act (Ontario). We thank all applicants for their interest. In accordance with Employment Standards Act (ESA) requirements, candidates selected to move forward in the hiring process will be contacted.

Disclaimer

The statements above are intended to describe the general nature and level of work expected of individuals assigned to this role. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required. Employees may be required to perform duties outside of their typical responsibilities as needed.