ABOUT KERKHOFF: DEVELOP BUILD

Kerkhoff: Develop-Build (“Kerkhoff”) is a renowned industry leader with over five decades of experience in positively transforming communities through development and construction. Specializing in mixed-use multifamily residential and commercial developments, we employ a mix of wood- frame and concrete construction methods. Our mission over the next decade is to create value by developing environmentally and socially responsible communities that provide new homes for 1,000 families annually. If you aspire to contribute to a team dedicated to excellence in development and construction on a daily basis, Kerkhoff is the perfect environment for you to thrive.

JOB OVERVIEW

We are seeking a detail-oriented and organized Accounts Payable Administrator to join our finance and accounting team. The ideal candidate will be responsible for managing and processing accounts payable transactions, ensuring accuracy, compliance with company policies, and maintaining organized financial records. This position requires proficiency in accounting software, strong analytical skills, and the ability to manage a high-volume workload.

YOU WILL LOVE IT HERE IF YOU

• Value your teammates, and our clients, financial partners, consultants, subtrades, suppliers and society as a whole. Everyone matters to you, and you treat all with respect (#Respect).
• Walk it like you talk it, do the right thing, do things right, and do what you say. You emphasize win/win arrangements and being fair and reasonable all those you interact with (#Integrity).
• Take ownership, care about the work you are responsible for, don’t pass the buck, and tenaciously get stuff done despite all odds. You see purpose in the role you fill and care but what you do a whole awful lot (#Care).
• Work hard, smart and together and collaborate and problem solve as a team while putting in the solo effort required to get stuff done and not let the team down (#Teamwork).
• Step up, be better every day, think of better ways of doing things, and innovate. You work smart and efficient, and you exceed expectations (#Self-Improvement)

YOU GET, WANT, AND HAVE THE CAPACITY FOR

The Accounts Payable Administrator role requires a diverse skill set to effectively support Kerkhoff’s finance and accounting tasks and processes. The Accounts Payable Administrator needs to understand several key aspects to perform their role effectively, including:

• Industry Knowledge: Familiarity with construction agreements, purchase orders, subcontractor agreements, and retention policies, including lien waivers and payment schedules.
• Technical Proficiency: Skilled in job costing, invoice processing, approvals, and reconciliation, with experience in tools like Procore, Viewpoint, and Microsoft.
• Financial Management: Expertise in tax compliance, certified payrolls, and managing vendor documentation such as insurance certificates.
• Communication: Coordinates with internal teams and serves as the primary contact for vendors, resolving payment issues and maintaining strong relationships.
• Reporting and Analysis: Prepares AP reports, monitors budgets, and identifies cost variances or irregularities.
• Organizational Skills: Handles high transaction volumes, prioritizes tasks, and manages multiple deadlines effectively.
• Confidentiality and Problem-Solving: Maintains discretion in financial matters and resolves payment-related issues promptly.

YOUR PERFORMANCE WILL BE MEASURED BY THE FOLLOWING SCORECARD MEASURABLES

Performance at Kerkhoff: Develop Build is evaluated within the framework of the Entrepreneurial Operating System (EOS). This system revolves around establishing clear goals, termed “rocks,” and consistently monitoring advancement toward these defined goals. As a Finance and Accounting team member, you will work closely with your manager to identify rocks that align with Kerkhoff’s quarterly and annual objectives. These rocks are instrumental in propelling Kerkhoff towards the attainment of its strategic goals.

KEY PROCESSES THAT WE EXPECT YOU TO FOLLOW

As the Accounts Payable Administrator, you will be expected to support and implement aspects of the Entrepreneurial Operating System (EOS), including any policies and processes that are developed and adopted within the system.

WE RUN ON EOS. AS ACCOUNTS PAYABLE ADMINISTRATOR, YOU WILL

As the Accounts Payable Administrator, you may be asked to support the following EOS elements:

• Scorecard: Maintain key financial metrics related to accounts payable, such as invoice processing times, payment cycle times, outstanding payables, vendor payment accuracy
• Rocks: Contribute to achieving company-wide Rocks by streamlining AP processes to improve efficiency, ensuring timely payments to maintain vendor relationships, supporting project-specific
  financial goals, such as cost containment or retention release; Collaborate with teams to meet Rocks that depend on accurate financial reporting or budget adherence.
• Process: Adhere to and improve the company’s AP processes ensuring consistency in invoice handling, approvals, and reconciliation and supporting automation and efficiency projects to enhance AP workflows; Take ownership of the AP function, ensuring all steps are completed within agreed timelines.
• L10 Meetings: Contribute insights on financial health and AP status, such as reporting on issues with vendor payments or invoice discrepancies; identifying process improvements or roadblocks,
  collaborating to resolve issues tied to cash flow and budget performance; Participate in IDS (Identify, Discuss, Solve) sessions for financial challenges; Work collaboratively to resolve financial issues efficiently and maintain alignment with company objectives.
• Vision/Traction: Ensure AP practices align with the organization’s long-term vision and operational objectives; Support traction through diligent AP management, providing the financial stability
  necessary to drive growth and achieve strategic goals.
• Accountability Chart: Fulfill responsibilities tied to the AP function, ensuring accountability for all financial transactions within the department; Work closely with finance, accounting, construction, and development team members to ensure seamless processes and financial accuracy.

SPECIFIC RESPONSIBILITIES

The responsibilities of the Accounts Payable Administrator role include, but are not limited to:

• Full Cycle Accounts Payable: Process high-volume accounts payable transactions, including verifying invoices, ensuring proper approvals are obtained, and maintaining accurate records; Ensure all vendor invoices are received, verified, and processed in a timely and accurate manner.
• Invoice Processing & Reconciliation: Match and post vendor invoices, ensuring proper documentation (packing slips, purchase orders) is matched to invoices; Reconcile discrepancies and ensure accurate financial data entry into accounting software
• Payments & Reporting: Perform cheque runs, process expense reports, credit applications, Visa payments, and ensure timely payments to vendors; Assist with preparing financial reports related to accounts payable and including month-end
• Vendor Management & Collaboration: Collaborate with vendors and internal departments to resolve payment issues, inquiries, and discrepancies; Ensure proper vendor payment tracking in accordance with terms and conditions.
• Compliance & Documentation: Ensure all accounts payable activities comply with internal controls, accounting principles, and company policies; Maintain organized documentation for all accounts payable activities. Ensure accuracy and completeness of records for auditing purposes. (WCB & Holdbacks)
• General Office Administration: Perform general office administration tasks, including filing, answering phones, ordering office supplies, and performing related duties as assigned.

SKILLS, KNOWLEDGE, QUALIFICATIONS, EXPERIENCE AND ASSETS

The Accounts Payable Administrator should have the following skills, knowledge, qualifications, experience, and assets:

• Education: Post-secondary training in administration, accounting, or a related field. Secondary school graduation (Grade 12) is required, and a recognized accounting course is an asset.
• Experience: A minimum of 2 – 5 years of experience in accounts payable or a similar clerical role. Experience in the construction industry is preferred. Proven experience in handling a high volume of transactions and managing multiple tasks simultaneously.
• Technical: Proficiency in Microsoft Office Suite, particularly Excel, and experience with accounting software. Strong data entry skills with a high level of accuracy.
• Analytical & Problem-Solving: Ability to analyze financial data, identify discrepancies, and provide actionable insights to management.
• Communication: Excellent written and verbal communication skills to interact effectively with vendors and internal stakeholders.
• Organizational Skills: Highly organized with the ability to multi-task, manage multiple priorities, and meet tight deadlines in a fast-paced environment.
• Personal Suitability: Accurate, reliable, organized, and a team player with the ability to work independently. Ability to maintain a high level of accuracy and attention to detail while handling a large workload.