Job Summary
We are seeking a detail-oriented and organized Accounts Receivable & Accounting Specialist to join our finance team at our Toronto-based fresh vegetable and fruit processing facility. This role is responsible for managing customer invoicing, payment application, account reconciliations, collections follow-up, and accurate receivable records. The successful candidate will support the financial health of the business by ensuring customer accounts are maintained accurately, payments are collected in accordance with agreed terms, and billing issues are resolved professionally and promptly. The role also provides general accounting support, including assistance with month-end reporting, account reconciliations, documentation, and other finance-related tasks. This position is well suited for an individual with accounts receivable experience who is comfortable working in a fast-paced, high-volume environment involving perishable food products, time-sensitive deliveries, and multiple customer accounts.
Key Responsibilities
Accounts Receivable and Invoicing
- Prepare, issue, and track customer invoices for fresh produce sales, ensuring accuracy and alignment with sales orders, pricing, delivery records, credits, and supporting documentation.
- Review invoices for completeness, accuracy, proper customer terms, applicable taxes, and supporting backup prior to posting or distribution.
- Monitor accounts receivable aging and follow up with customers to ensure timely payment within agreed credit terms.
- Process incoming payments, including electronic funds transfers, cheques, and other receipts, and accurately apply payments to customer accounts in the accounting system.
- Identify short payments, unapplied payments, deductions, billing discrepancies, and overdue balances, escalating issues as required.
Collections and Customer Communication
- Communicate with customers regarding overdue accounts, payment status, invoice questions, and account balances in a professional and timely manner.
- Investigate and resolve billing disputes by coordinating with sales, customer service, shipping, operations, and finance as needed.
- Prepare and send customer statements, payment reminders, and account follow-ups in accordance with company procedures.
- Support payment arrangements where appropriate, while ensuring issues are escalated to management before credit risk increases.
- Maintain positive customer relationships while protecting the company’s cash flow and credit position.
Account Reconciliation and Month-End Support
- Reconcile customer accounts and accounts receivable transactions to ensure accuracy and proper posting to the general ledger.
- Review customer balances, credits, deductions, and unapplied receipts to ensure records are current and properly supported.
- Assist with month-end closing by preparing accounts receivable reports, aging summaries, reconciliations, and supporting schedules.
- Support the review of allowance, credit, and bad debt exposure by identifying accounts requiring attention.
- Assist with audit requests by providing invoices, payment records, customer correspondence, statements, and reconciliation support.
Record Keeping and Internal Controls
- Maintain accurate and organized digital and physical records of invoices, payments, remittances, statements, customer correspondence, and supporting documentation.
- Ensure accounts receivable records are updated accurately and on a timely basis in the company’s financial software.
- Follow company financial policies, approval procedures, credit controls, and documentation standards.
- Ensure HST and other applicable tax-related information is properly recorded in accordance with company procedures and Canadian tax requirements.
- Protect confidential financial and customer information in accordance with company policy.
General Accounting Support
- Assist with general accounting tasks, including data entry, filing, expense report support, account analysis, and other finance department activities.
- Provide support to accounts payable during peak periods or staff absences, as required.
- Assist with internal reporting, management reporting, and ad hoc financial analysis as requested.
- Support continuous improvement initiatives related to billing accuracy, collection efficiency, filing, reconciliations, and accounting workflow.
Additional Duties
- Perform other finance, accounting, and administrative duties as assigned by the Controller or designate.
Qualifications
Education
- Diploma or certificate in Accounting, Finance, Business Administration, or a related field.
- Equivalent practical experience in accounts receivable, bookkeeping, or general accounting may be considered.
Experience
- Minimum 1–2 years of experience in accounts receivable, bookkeeping, or general accounting.
- Experience in food processing, produce, agriculture, distribution, manufacturing, or other high-volume environments is considered an asset.
- Experience with invoicing, customer statements, payment application, reconciliations, and collections follow-up is preferred.
- Familiarity with invoicing for perishable goods, delivery-based sales, deductions, credits, or high-volume customer accounts is an asset.
Skills and Competencies
- Strong attention to detail and accuracy when processing financial transactions and maintaining customer records.
- Solid understanding of accounts receivable processes, invoice matching, payment application, account reconciliation, and aging reports.
- Proficiency with accounting software and Microsoft Office, particularly Excel, Outlook, and basic spreadsheet reporting.
- Strong organizational and time-management skills with the ability to manage multiple customer accounts and competing priorities.
- Professional written and verbal communication skills, with the ability to follow up on payment matters tactfully and effectively.
- Ability to investigate discrepancies, identify root causes, and work collaboratively with internal departments to resolve issues.
- High level of discretion when handling confidential financial, customer, and company information.
- Dependable, proactive, and able to work both independently and as part of a finance team.
Working Conditions and Physical Requirements
- Primarily office-based role within a food processing and distribution environment.
- Occasional visits to the production, shipping, or warehouse areas may be required to verify delivery, order, or billing details.
- Ability to sit for extended periods and perform repetitive computer-based tasks, including data entry and account review.
- Must comply with applicable company health, safety, food safety, and facility policies when entering operational areas.
Employment Eligibility
- Must have Permanent Resident (PR) or Canadian Citizen status, in line with company hiring policies.
- The company is committed to fair and equitable hiring practices and will consider qualified applicants based on experience, skills, and suitability for the role.
Pay: $50,000.00-$60,000.00 per year
Benefits:
- Dental care
- Extended health care
- Vision care
Work Location: In person
