Accounts Payable Specialist

Rubicon Organics’ mission is to build brands people believe in by delivering elevated experiences in all we do. Through uncompromising quality, purposeful innovation, and trusted partnerships, we create products that enrich lives and help shape the future of cannabis. Today we are doing that out of our state-of-the art greenhouse facility located in Delta, B.C and expanding operations with a recently acquired facility located in Hope, B.C. We are growing and expanding quickly while on our journey to achieving our vision of being the most trusted house of premium cannabis brands, creating elevated experiences for people everywhere.

This is a key position within the Finance and Accounting team, responsible for the day-to-day procure-to-pay cycle, from invoice receipt through payment and reconciliation. Working closely with the Treasury team, the role ensures vendors are paid accurately and on time, applies established controls, and provides reliable AP information to support cash planning and working capital.

Responsibilities

Invoice Processing & Vendor Management

· Perform two- and three-way matching against purchase orders and receipts; investigate and resolve price, quantity, and receiving discrepancies with Purchasing and Operations.

· Manage the AP inbox, reviewing, coding, and processing vendor invoices with correct GL coding, sales tax treatment (GST/PST), and required approvals.

· Respond to vendor and internal inquiries professionally and within agreed timelines, and maintain positive vendor relationships.

· Process vendor onboarding and vendor master changes with complete documentation and independent verification of banking details.

Payments & Payment Governance

· Prepare weekly EFT, wire, and cheque payment proposals with complete support and required approvals for review before bank release.

· Prepare the AP aging and upcoming payment schedule to support payment prioritization and cash forecast inputs for the Treasury team.

· Post and clear payments in the ERP, send remittance advice, and follow up on returned or rejected payments.

· Apply controls over duplicate payment checks, payment methods, approval evidence, and segregation of duties.

· Track adherence to purchasing and payment timelines, report exceptions objectively, and support corrective process improvements.

Employee Expenses, Reconciliations & Month-End

· Process employee expense reports and corporate card transactions end to end, ensuring policy compliance, receipts, and approvals.

· Perform monthly vendor statement reconciliations and the AP subledger to general ledger reconciliation.

· Prepare month-end AP accruals, prepaid support, and GRNI review and clean-up, including aged item follow-up.

· Research and resolve debit balances, credit notes, short payments, and unapplied vendor items.

· Support month-end, quarter-end, interim, and year-end requirements, including reconciliations, schedules, audit requests, and control evidence.

Controls & Business Partnership

· Follow established service levels and escalation protocols; identify recurring invoice and vendor issues and help investigate root causes.

· Build effective working relationships with internal stakeholders, vendors, auditors, and the cross-functional team.

· Participate in cross-functional initiatives to improve the procure-to-pay process, reduce manual effort, and strengthen financial controls.

· Complete assigned AP activities accurately and on schedule; provide cross-coverage and knowledge sharing with Treasury and AR as needed.

· Maintain and update AP procedures, desktop documentation, and process maps.

· Escalate complex or unusual issues to the Financial Controller with supporting analysis and suggested solutions.

· Other duties and responsibilities as assigned by the Financial Controller.

Requirements

· Ideal candidates will have 3+ years of full-cycle accounts payable experience, ideally in a high-volume, ERP-based environment

· Experience preparing EFT, wire, and cheque payment runs, and handling vendor and employee inquiries

· Working knowledge of the procure-to-pay cycle, PO matching, GST/PST treatment, accruals, and basic accounting principles

· Post-secondary education or diploma in accounting, finance, business, or a related field; enrolment in the CPA program is an asset

· Knowledge of Microsoft Dynamics 365 and expense-management systems is an asset

· Intermediate to strong Microsoft Excel skills, including lookups and pivot tables

· Exposure to AP automation, process improvements, or system implementations is an asset

· Experience in a fast-growing, manufacturing, pharmaceutical, agricultural, consumer-products, or regulated environment is an asset

· Ability to investigate discrepancies thoroughly and understand how transactions affect vendor balances, cash, and the general ledger

· Attention to detail and commitment with a high degree of accuracy, including consistent, timely and objective output

· Excellent verbal and written communication skills, with a strong service mindset

· Ability to prioritize, manage tasks, and meet deadlines

· Ability to travel depending on needs (ex. weekly or bi-weekly basis) to our Pacifica Greenhouse located in Delta or Downtown office (dependant on location).

Why Rubicon

Rubicon Organics is Canada's leader in premium, certified organic cannabis and a fast-growing company with strong momentum, offering the opportunity to make a meaningful impact. You'll join a collaborative, high-performing team that values accountability, speed, and continuous improvement, where you'll have direct visibility into the results of your work and the chance to learn and contribute across multiple functions. It's a quality-driven culture where innovation, ownership, and growth are at the heart of everything we do.

· Base salary of $60K–$75K, based on experience.

· Annual performance bonus of up to 10%.

· Monthly phone stipend of up to $70.

· Comprehensive medical and dental benefits after three months.

· Starting with three week vacation.

· Hybrid role, with the flexibility to work from home two days per week.

· Free on-site parking in Delta BC with a complementary EV charger on site.

· Dog-friendly office because great teams include four-legged coworkers too!

We believe hiring should be a human process. Every application is reviewed by our team, and we do not use artificial intelligence or automated tools to screen, rank, or make decisions about candidates.

We take a deliberate approach to evaluating each applicant based on their experience, skills, and potential, ensuring every candidate is considered thoughtfully and fairly.