Purchasing & Payment Clerk

Key Responsibilities

• Submit, receive, and manage purchase requisitions, purchase orders, and invoices in Coupa and other proprietary systems.  
• Monitor purchase order lifecycle stages to ensure timely approvals, processing time, payments, and escalations as necessary to prevent late payment fees. 
• Retrieve invoices from vendor portals on a pre-set schedule and ensure compliance with PO policies. 
• Maintain accurate, real-time records and audit trails for all purchasing transactions. 

• Responsible for accurate manual posting of payments that are rejected from automated posting processes. 
• Post and reconcile incoming payments including cheques, EFT/ACH, wire transfers, and online payments. 
• Resolve payment inquiries, discrepancies, unapplied and/or misapplied cash. 
• Process refunds and support EFT setup and W9 requests. 
• Download lockbox reports and post exceptions in financial and parking systems. 
• Perform daily cash application and reconciliations and prepare status reports. 

• Act as a liaison between internal departments, branch accountants, and vendors. 
• Communicate professionally with third-party partners. 
• Support SOS and CX department goals through cross-functional assistance. 

• Collect, sort, and process Canadian and U.S. mail related to Enforcement and Monthly Parking. 
• Prepare cheque deposits and courier packages for lockboxes. 
• Process Parking Notice payments received by mail. 
• Order deposit books and bags as required. 

• Maintain daily task trackers and meet all deadlines. 
• Troubleshoot issues and escalate as required. 
• Perform other related duties as assigned. 
• Adhere to standard policies and processes. 
• Meet rigid deadlines and SLAs. 

Skills, Knowledge and Expertise

• 1+ years of experience in purchasing, payment processing, data entry, or administrative roles. 
• Coupa experience is an asset. 
• Proficiency in Excel, Word, and Outlook. 
• Strong analytical, problem-solving, and reconciliation skills. 
• Excellent written and verbal communication skills in English. 
• Strong time management and ability to work independently. 
• Detail-oriented, adaptable, and highly motivated. 
• Maintains accuracy under tight deadlines. 
• Ability to consistently meet service level and performance goals. 
• Quiet, dedicated workspace with minimum internet speed of 150mbps 

Benefits

• Medical 
• Dental 
• Vision  
• Life and Disability 
• 401K (US) or RRSP Matching (Canada) 
• Paid Time Off (PTO)