Job Description

Title: Accounting Specialist

Reporting to: Office Lead

of Role

The Accounting Specialist is responsible for the proactive, organized, and efficient management of Accounts Payable (AP), Accounts Receivable (AR), project accounting support, and payroll administration. This role requires a strong understanding of company policies, approval authority, internal controls, project accounting, overhead expenses, and capital expenditures, and supports the enforcement of these policies.

The successful candidate will demonstrate professionalism, attention to detail, and a strong customer service mindset while working both independently and collaboratively to support financial accuracy and operational efficiency.

Truth. Trust. Together. Tomorrow.

At RLB, we speak the truth, build for the long term, look out for each other and work to do good.We are driven by outcomes, creating tailored solutions that deliver successful projects. We believe that when we bring together the right people doing things the right way, we make progress for our clients and our communities.

Essential Functions

Accounts Payable

• Manage accounts payable functions with minimal supervision

• Understand company structure, offices, personnel, and differing operational requirements

• Organize and manage AP processes and workflows

• Develop and maintain schedules of various payments by office

• Maintain a thorough understanding of account structures related to AP

• Ensure compliance with company policies and internal controls

• Review existing AP processes and recommend improvements where appropriate

• Communicate effectively with internal departments and offices

• Process vendor invoices accurately and in a timely manner

• Manage competing priorities to meet the needs of multiple stakeholders

Accounts Receivable

• Prepare and issue client invoices for services rendered

• Monitor and follow up on outstanding accounts receivable

• Send billing reminders and communicate with clients regarding payment timelines

• Identify and track delinquent accounts

• Prepare cheque payments for deposit and record client payments

• Prepare monthly AR statements detailing paid and unpaid invoices

Project Setup & Accounting Support

• Set up new projects in the accounting system for won contracts

• Validate, create, and update billing templates and pricing matrices

• Maintain active projects within the accounting system

• Support project cost accounting, including tracking costs and billings

Payroll Coordination

• Onboard and off board staff.

• Prepare and process semi-monthly payroll for all employees

• Review and validate approved timesheets for accuracy and completeness

• Administer payroll deductions, including statutory deductions (CPP, EI, income tax), garnishments, and benefits

• Coordinate with Human Resources and other departments to ensure accurate employee data flow

• Administer the electronic timekeeping system, including employee setup and monitoring

• Ensure compliance with CRA requirements and provincial employment standards is a plus

• Process new hires, terminations, and compensation changes as approved

• Maintain employee payroll records and ensure confidentiality

• Respond to employee payroll inquiries in a professional and timely manner

• Prepare payroll-related reports (e.g., hours worked, overtime, leave balances, deductions)

• Proactively monitor legislative and regulatory changes impacting payroll and advise management of required updates to payroll processes, systems, and policies.

Various Administrative Office Support

This role may also be responsible for assisting with various office support needs in conjunction with the Office Administrator to include:

·Set up and administer the staff benefits program

·Maintain and administer the insurance premiums for the staff (WSIB) and the professional and general liability insurance for the office.

·Arrange meetings and appointments, when necessary.

·File creation and maintenance

·Make travel arrangements when requested.

· Organize the local office staff functions including annual celebrations.

·Order office supplies

·Responsibilities for day-to-day operations in the Toronto YYZ office.

The ideal candidate will demonstrate a positive proactive approach to the role, and will be committed to delivering customer service excellence, with good commercial results.

·Minimum Education (or substitute experience) required: Bachelor’s Degree in Accounting or Finance

·Minimum Experience required: 5 years payroll, accounts payable or accounts receivable experience.

·Experience in UKG Pro Workforce Management or Unanet AE strongly preferred

·Experience with Canada Payroll & Accounts Payable/Accounts Receivable a plus

Skills Required:

·Strong knowledge of accounting principles and payroll practices

·Experience with project cost accounting (construction environment preferred)

·Proficient in accounting and payroll systems; strong Microsoft Excel skills

·Excellent organizational, time management, and multitasking abilities

·Strong interpersonal and communication skills at all organizational levels

·High attention to detail and accuracy

·Ability to maintain confidentiality and exercise discretion

·Strong problem-solving skills and ability to work under pressure

·Ability to maintain confidentiality and exercise extreme discretion. Excellent problem-solving/judgment skills, and a high level of attention to detail and accuracy. Strong organizational skills, and the ability to work under pressure, the ability to handle and prioritize multiple tasks, and meet all deadlines.

Physical Requirements and Working Conditions:

·Indoor office environment. May require work on site location when necessary.

·Equipment used includes computers and standard office machines.

·Essential physical tasks include: the ability to work on a computer and the ability to answer and speak on a telephone.

RLB is an Equal Opportunity Employer. This company does not and will not discriminate in employment and personnel practices based on race, sex, age, handicap, religion, national origin or any other basis prohibited by applicable law. Hiring, transferring and promotion practices are performed without regard to the above listed items.