Reception, Accounts Payable Agent

This role is responsible for maintaining a professional reception environment, supporting day-to-day office administration, and assisting with the accurate and timely uploading, submission and processing of payables.

About Expeditors

“We’re not in the shipping business; we’re in the information business” -Peter Rose, Expeditors Founder Global supply chain management is what we do, but at the heart of Expeditors you will find professionalism, leadership, and a friendly environment, all of which foster an innovative, customer service-based approach to logistics. Organic Growth – Expeditors promotes from within. As a shining example, our CEO started as an entry level employee in our San Francisco office 31 years ago. 15,000 trained professionals 250+ locations worldwide Fortune 500 Globally unified systems

Responsibilities

• Support Canada and the Americas strategy.
• Offer best-in-class customer service.
• Provide a professional and welcoming first point of contact for employees, visitors and service providers at the office.
• Support the Canada Accounts Payable team through accurate and timely administrative support and payable processing.
• Provide reception, administrative and entry-level Accounts Payable support for the office and Canada Centralized Accounting team.
• This is an entry-level position with on-the-job training and an opportunity to develop Accounts Payable and accounting knowledge while supporting the broader Canada Accounting team.
• Tasks and Duties For detailed job-specific tasks and duties completed regularly by the employee, please reference the Accounting Standards and Procedures on Insite.
• This section lists the job-specific tasks and duties completed regularly by the Reception, AP Agent - Canada.
• This list may be edited to the specific job role.
• Reception and Administrative Support Maintain a tidy, professional and welcoming reception area.
• Greet visitors and provide general assistance as required.
• Receive, sort and distribute daily mail, courier packages and deliveries.
• Follow established security and safety procedures at the reception desk, including visitor sign-in and visitor badges.
• Answer and direct incoming telephone calls and general inquiries as required.
• Scan, organize, upload and maintain documents and electronic records.
• Provide general administrative support to the office and Canada Accounting team.
• Assist with other administrative tasks and projects as assigned.
• Accounts Payable Support Receive, organize and upload service provider invoices and supporting documentation.
• Review invoices for required documentation and approvals and escalate missing or incomplete information to the appropriate team member.
• Submit payables accurately and timely into the appropriate financial systems in accordance with established processes.
• Assist with the entry and processing of payables, deposits, expenses and payment requests as assigned.
• Ensure supporting documentation is attached, organized and maintained appropriately.
• Identify basic discrepancies, missing information or processing issues and escalate them to the AP Lead or appropriate team member.
• Maintain clear and accurate notes within internal systems when required.
• Assist the Accounts Payable team with routine follow-up and administrative activities.
• Complete assigned Accounts Payable activities in accordance with established company policies, procedures and internal controls.
• Develop knowledge of Accounts Payable procedures and Expeditors systems through structured training and day-to-day experience.
• Support the Centralized Accounts Payable team with other duties and projects as assigned.
• Consistently completes quality work that matches job expectations.
• Is committed to operational excellence and continuous improvement for own job function and across the network.
• All activities are compliant with company policies/procedures and code of business conduct and with government regulations.
• Consistently meets deadlines.
• Displays a willingness to accomplish not only his/her own job responsibilities without the need for constant prodding but is willing, without request, to aid and assist others to the benefit of the company and/or customers.
• Works in harmony with superiors and fellow workers without incident or delay.
• Provides relevant and timely information to co-workers, customers and service providers.
• Answers phone calls and responds to voicemails, emails and other communication according to Expeditors' standards.
• Manages the accounts payables processes, including setting up service provider accounts, receive, review, approve and records payables accurately and timely, as per Expeditors' accounting policies.
• Manages the disbursement process to ensure service providers are paid accurately and timely.
• Manages the accounts receivables process, including receiving, safeguarding, and recording customers’ receipts, as per Expeditors' accounting policies.
• Assists in the credit management process to ensure customers remain within agreed credit and payment terms.
• Accounting Exception Management Proactively monitors exception reports to identify problems on accounts, analyze exceptions and to effectively resolve issues with internal and external

Requirements

• High school diploma or equivalent required Previous accounting or Accounts Payable experience is not required.
• Training will be provided.
• Strong organizational skills and attention to detail.
• Comfortable working with computers, electronic documents and data entry.
• Basic experience with Microsoft Outlook, Excel, Word and Teams is an asset.
• Ability and willingness to learn new systems, processes and accounting procedures.
• Ability to manage multiple responsibilities and priorities in a fast-paced office environment.
• Strong verbal and written communication skills.
• Professional and service-oriented approach when interacting with employees, visitors and service providers.
• Reliable, self-motivated and willing to learn.
• Fluent in English; proficiency in French is an asset.
• Exceeds customer expectations by anticipating, understanding and meeting needs.
• Is proactive and when issues arise, is timely and resolute in solving problems, including escalating to management when necessary.
• Builds rapport and exhibits empathy during interactions, and consistently strives to improve customer satisfaction with customers.
• (This skill expectation applies both externally (customers, service providers) and internally (other Expeditors offices/employees).
• Is punctual and can be relied on for planning purposes.
• Is organized, manages own time effectively and can prioritize.
• Effectively listens to others and communicates (verbal and written) in a professional manner, both internally and externally.
• Exhibits and promotes the company’s 10 cultural attributes: Appearance, Attitude, Confidence, Curiosity, Excellence, Integrity, Pride, Resolute, Sense of Humor, and Visionary.

Preferred

• Previous reception, office administration or customer service experience is an asset.

Benefits

• Participates in training within the company’s guidelines, completing at least 52 hours of relevant training per year.
• Completes required training in a timely manner with minimal reminders.
• Pursues professional development goals for self, including participating in a development plan as appropriate.
• Accounting Agent Job-Specific Performance Expectations This section lists the core business-critical performance expectations applicable to all Accounting Agents , regardless of department or position, and should not be edited .
• Note that these expectations are found in employee’s My Personal Development Plan view (listed in the SKILLS tile) in the Professional Development Center.
• Timely and Accurate Accounting Processing Depending on the role, one or both of the below may apply to the Accounts Payable clerk.
• Expeditors offers excellent benefits Paid Vacation, Holiday, Sick Time Health Plan: Medical, Prescription Drug, Dental and Vision Life and Long Term Disability Insurance RRSP Retirement Savings Plan Employee Stock Purchase Plan Training and Personnel Development Program Salary Range: $42,000–$46,000

Physical Demands

Use of standard office equipment - a computer with keyboard and mouse, phone, fax/copy/scan machine, etc. Write with pencil, pen or marker. Functions performed primarily while seated at a desk. This is an entry-level position.

Expeditors Key Performance Expectations This section lists the core business-critical performance expectations applicable to all Expeditors employees , regardless of position, and should not be edited . Note that these expectations are found in employee’s My Development Plan view (listed in the SKILLS tile) and in the employee’s performance evaluation in the Professional Development Center.