Accounting Operations Analyst

Overview

Accounting Operations Analyst Jobs in Toronto, Ontario, Canada at Dark Tools TO

Title: Accounting Operations Analyst

Company: Dark Tools TO

Location: Toronto, Ontario, Canada

ROLE DESCRIPTION

Our Company is seeking a highly organized and detail-oriented Accounting Clerk to support daily financial operations and ensure the accuracy and integrity of accounting processes.

Reporting to the Finance Manager, this role is responsible for executing and maintaining core accounting operations including accounts payable, accounts receivable, banking transactions, reconciliations, and ERP-based invoicing. The role also supports operational accounting controls, maintains documentation for audit readiness, and contributes to the reliability of financial data used for reporting. This position requires a proactive individual who can manage multiple priorities, maintain high attention to detail, and ensure accounting processes operate efficiently within the ERP system.

KEY RESPONSIBILITIES

Accounts Payable Execution

·      Enter and process supplier invoices in the ERP system.

·      Process vendor invoices and attach all supporting documentation.

·      Review invoices for accuracy including pricing, quantities, currency, and company details.

·      Investigate and resolve pricing discrepancies or purchase order mismatches.

·      Manage the AI AP automation system and monitor invoice processing workflows.

·      Reconcile supplier statements and investigate discrepancies.

·      Prepare vendor payment batches for approval by the Finance Manager.

·      Code freight and duties appropriately by continent.

·      Process vendor credit notes and apply them correctly to supplier balances.

·      Clear prepayments and unused credits.

·      Reconcile vendor balances and ensure accurate account records.

·      Process product returns and related vendor credits.

·      Prioritize invoices related to landed costs and imports.

·      Track and dispute incorrect freight or duty charges when necessary.

·      Maintain accurate general ledger coding and expense classification.

·      Monitor vendor communication regarding outstanding issues or disputes.

Accounts Receivable Execution

·      Review daily shipments and generate customer invoices in the ERP system.

·      Verify shipment confirmation, freight charges, prepayments, and order terms before invoicing.

·      Issue customer invoices and distribute them to clients.

·      Monitor incoming payments including EFT, credit card, and cheque payments.

·      Match payments with remittance advice and apply them correctly in the ERP system.

·      Apply and allocate customer payments accurately.

·      Process prepayment invoices and ensure deposits are recorded and applied properly.

·      Issue credit notes for product returns and apply them to related invoices.

·      Monitor customer accounts and follow up on:

-  invoices awaiting payment

- deposits for prepayment orders

-  overdue balances

·      Monitor overdue accounts and initiate collection follow-ups.

·      Send account statements to customers.

·      Communicate with clients regarding:

-  invoice details

-  freight charges

-  account balances

·      Respond to inquiries received through the accounting email inbox.

·      Place accounts on credit hold when required and notify the Director.

·      Monitor “Awaiting Payment” sales orders.

·      Support agency billing and collections processes.

·      Prepare ProForma invoices for the sales team.

Banking & Payment Processing

·      Review daily bank transactions and record incoming and outgoing payments.

·      Process payments via EFT, credit card, and cheque.

·      Monitor BMO and Corpay notifications and post related transactions.

·      Deposit cheques when received.

·      Post recurring withdrawals and banking transactions.

·      Maintain complete payment documentation for audit purposes.

·      Prepare weekly vendor payment batches with supporting documentation for Finance Manager approval.

Banking & Reconciliation

·      Perform monthly bank reconciliations for CAD, USD, and EUR accounts.

·      Reconcile corporate credit card transactions.

·      Collect missing receipts related to corporate credit card transactions.

·      Prepare reconciliation packages for Finance Manager review.

·      Ensure supporting documentation is properly organized and audit-ready.

Product & ERP Support

·      Support protocols for entry protocols within the ERP system

·      Coordinate drop-shipment invoicing with the purchasing department.

·      Process AP/AR offsets when required.

Maintain accurate documentation and financial records to ensure audit readiness.

Operational Accounting Support

·      Provide payment confirmations and receipt copies to clients when requested.

·      Support Finance Manager with documentation and accounting records.

·      Assist with operational accounting tasks required to maintain accurate financial data.

Monthly Accounting Tasks

·      Reconcile bank accounts and investigate discrepancies.

·      Prepare and distribute customer account statements.

·      Review AR and AP aging reports and identify items requiring follow-up.

·      Assist with closing AR and AP periods in the ERP system.

·      Ensure all vendor invoices are recorded before period closing.

·      Reconcile corporate credit card transactions and ensure receipts are collected.

Weekly Tasks

·      Prepare vendor payments for weekly pay runs.

·      Organize payment documentation for Finance Manager approval.

·      Process eligible vendor payments via corporate credit card when appropriate.

·      Maintain and update vendor banking information records.

Year-End Support

·      Assist with accounting document archiving.

·      Prepare financial documentation for external accountants and auditors.

·      Support the Finance Manager during year-end closing activities.

Accounting Operations KPIs

Performance in this role will be measured against operational accounting standards including:

·      Accounts payable invoices processed within 48 hours

·      AR aging reviewed and updated weekly

·      Bank reconciliations completed by month-end +3 days

·      Zero uncoded freight entries

·      Less than 1% posting error rate

·      All accounting documentation audit-ready and properly organized

CANDIDATE PROFILE

Education & Experience

·      Post-secondary education in Accounting, Finance, or a related field

·      3+ years of accounting operations experience, including AP and AR

·      Experience working with ERP systems (Acumatica or similar preferred)

·      Familiarity with automation tools or AI-supported accounting workflows

·      Strong understanding of accounting documentation and financial processes

·      Proficiency with Excel and accounting systems

·      Strong organizational and communication skills

·      Ability to manage multiple priorities independently

Technical & Systems Skills

·      Proficient in Microsoft Office Suite (Word, Excel, PowerPoint).

·      Familiarity with SAP and/or Acumatica systems is an asset.

·      Experience collaborating and sharing documentation using Microsoft Teams, SharePoint, and OneDrive.

·      Tech-savvy with the ability to quickly learn new systems and tools.

Key Personal Qualities

We are looking for someone who:

·      Works with precision and attention to detail

·      Maintains organized and disciplined accounting processes

·      Communicates professionally with clients, vendors, and internal teams

·      Proactively identifies and resolves discrepancies

·      Takes ownership of responsibilities and follows through on tasks

·      Contributes ideas to improve accounting processes and operational efficiency

What we offer:

• A competitive compensation package.
• Comprehensive health benefits
• Life and AD&D
• Critical Illness
• STD and LTD
• Employee and Family Assistance Program (EFAP)
• A great vacation policy

This role is 5 days a week, Monday-Friday, 8:30pm-5:30pm, on site.

Applications will only be reviewed if emailed to [email protected]

Thank you,