Daily:
Co-ordinate with vendors and Project accounting team
Download invoices from AP inbox and stamp them, sort invoices by name in the same format so they are in chronological order
Monitor the ap email on a daily basis for urgent payment requests
Review invoices that receptionist receives by mail (saved in a folder) twice a week and distribute invoices and statements to respective Project folders
Move copies of cheques to respective Project folders based on month (based on the invoice date)
Circulate invoices for approval for all urgent payments, post in system and print cheques
Respond to e-mails regarding payments/unapproved invoices
Request vendor banking information for ACH payments
Move historical invoices from Shared Drive to Accounting Drive
Utility & property tax bills:
*There are close to 100 utility accounts (excluding Lawrence Heights which has 50) for which online bills are received
*There are around 50 property tax bills
Electronic payments: collect all utility bills and save in utility folder, send for approval and print cheque/pay online; download invoices once a week from online portals
Online payments: prepare approval form with the backup attached and send to Sam and then third-party partner (if required) for approval
For new utility accounts, create new vendor accounts in RBC Express, set up payment online and send e-mail to approver to release payment online
Speak to utility companies regarding bills that are not available in the online portal and request to add to online portal, add to Master list on Project tracker
Update utility tracker on weekly basis once payment processed (saved in Urgent Folder on Shared Drive which moves forward every month)
Invoicing and payment processing:
After the cut-off date, segregate invoices by Project that are saved in the Shared Drive
Check invoices for accuracy related to correct Project entity name, ensure compliances attached, progress billing template is attached and request vendor to revise as necessary
Upload invoices to Jonas for approvals and circulate invoices not approved on Jonas through Docu-sign
Review approved invoices for comments (hold, request for backup, etc.) and save in Shared Drive
Enter invoices into system and print cheques and submit for signature. Invoices to be reconciled to contract and PO
Update cheque tracker at end of day
Release cheques once funding is received from Project lenders
Review vendor account statements received to ensure all invoices are received and request any missing invoices
Post contracts in Jonas
Bank recs/HST:
On a monthly basis, download bank statements and prepare bank reconciliations from Project list
On a monthly basis, prepare HST filings from Project list. File assessments received
Occupancy and Final Closing Work (support to Project Accountants):
Prepare trackers, co-ordinate with sales time on audit of purchaser files
Review SOAs, work with lawyers on finalizing SOAs
Record occupancy and closing journal entries
Prepare pre-authorized payments for occupancy monies, monitor collection
Work with other departments to finalize final closing adjustments
Work with consultants/MPAC on purchaser realty tax calculations
File and remit HST on final closing
Other:
Work on Jonas improvements list
Metropia Construction (Deeksha):
Enter weekly time cards into master excel tracker
Submit information to Ceridian weekly based on master tracker
Review and ensure that total inputs into Ceridian match the master tracker
Prepare monthly remittance calculations
Work on reconciliations of payroll chargebacks to actuals
Assist with maintaining the general ledger and record invoices, banking transactions, deposits
Prepare cheques for signature
Prepare monthly bank reconciliation
Track collection of receivables
Assist with preparing chargeback invoices to projects/other entities as directed
Prepare EHT, WSIB annual returns
Ensure Union remittances are paid/filed
Prepare and file monthly HST return and ensure payments are made
Prepare annual year end working paper file for external accountants