Job Description

Our client is seeking an Accounts Payable/Purchasing/Inventory Clerk to join their accounting team. This position is located in Woodbridge, Ontario, reports to the Controller and is a work in office role.

Purchasing/Inventory / AP Clerk

This person will be responsible for the complete purchasing cycle, from generating the PO to receiving the items into the system and verifying the vendor’s invoice to the PO. Will be in direct communication with Owner/President, who will decide what and when to order, the vendors and our warehouse, and will be supervised by Controller. When not working on this aspect of the job, employee will be executing various AP tasks. The following is a summarization of the Job Description:


  • Generating a PO and submitting it to the vendor
  • Obtaining a confirmation / acknowledgement from the vendor with an ETA
  • Checking the vendor’s confirmation / acknowledgement against our PO for accuracy of items/ quantities/costs
  • Informing Owner/President, Controller, and the vendor of any discrepancy, via email
  • Updating the PO if applicable
  • Checking and matching warehouse receipt papers (receiver report/packing slip/etc.) to the PO and vendor’s invoice
  • Informing Owner/President and the vendor, via email, of any discrepancies (short shipment/incorrect prices/wrong items/etc.)
  • Receiving items into the system
  • Verifying vendor’s invoice to PO
  • Following up with vendor for any pending credit and backorder until resolution of issue, copying Owner/President and Controller
  • Keeping an orderly filing system of all orders, according to the various stages of the purchasing process until completion (verification of invoices)
  • Setting up new vendors and new product lines/items codes
  • Obtaining duty rates, if applicable from our customs broker prior to costing new items to be set up ( vendors are mainly from the US and Europe, thus variable duty rates may apply, depending on the country of origin, that is where the item is actually manufactured, and depending on where it is shipped from.)
  • Interacting with the customs broker when an order is held at the border or at customs until it is released
  • Obtaining from the customs broker the proper documents, or processing these with their assistance for items which need to be returned to the vendors
  • Arranging with the vendors and, when necessary, with a courier for the return of products
  • Updating the inventory to reflect returns to vendors and, when necessary, with the proper adjustments, as verified by the warehouse counts and checks throughout the year
  • Responsible for the year end inventory counts entries

AP Clerk

  • Matching, checking, coding, and entering of non-trade invoices
  • Checking, coding, and entering custom duties invoices
  • Issuing and entering payments of both trade and non-trade invoices
  • Setting up new non-trade vendors
  • Preparing schedules and requesting from trade vendors monthly / quarterly rebates
  • Requesting and following up on pending credits from all vendors


  • 1 years plus experience in a similar position
  • Proficient Microsoft Office knowledge and skills
  • Experience with computerized accounting systems
  • Strong time management and organizational skills
  • Knowledge of basic accounting principles
  • High degree of attention to detail
  • Ability to work independently and prioritize tasks
  • Strong analytic abilities
  • Strong and effective communication skills (verbal, written)


Position Id
Full-Time Regular
Woodbridge ON