Accounts Receivable Specialist (Co-op)

Join Beacon Community Services as an Accounts Receivable Specialist (Co-op)! Reporting to the Manager of Finance, the Accounts Receivable Specialist is a key member of Beacon Community Services’ Finance team and is responsible for accurate and timely accounts receivable processing across Beacon’s different programs. The role prepares and posts recurring and ad hoc invoices and receipt batches, processes electronic funds transfers and deposits, maintains customer and tenant accounts, monitors outstanding balances, and performs accounts receivable, bank, and general ledger reconciliations. The position works closely with program managers, clients, residents, funding partners, and other Finance team members to resolve account inquiries, maintain supporting documentation, and ensure transactions are properly approved, recorded, and reported. The role also supports annual rent processes, tax receipt preparation, audit requests, and continuous improvement of accounts receivable processes. This position requires strong attention to detail, sound judgment, confidentiality, and the ability to manage competing monthly, annual, and ad hoc deadlines in a busy, collaborative environment.

Days/Hours of Work: Monday to Friday, 8:30 am to 4:30 pm (37.5 hours per week)

Closing Date: Applications will be accepted until November 25 at noon. In-person interviews will be held on December 2.

KEY RESPONSIBILITIES: Accounts Receivable Processing

• Prepare, review, post, and maintain recurring and ad hoc customer invoices and receipt batches in Sage 300.
• Process and apply payments received by electronic funds transfer, direct deposit, cheque, cash, Interac, and other payment channels to the appropriate customer accounts and programs
• Prepare and upload pre-authorized debit and electronic funds transfer files through the banking portal and coordinate required approvals
• Create and maintain customer accounts, banking information, recurring charges, rent rolls, revenue spreadsheets, and supporting documentation
• Monitor aged receivables, prepare statements of account and outstanding balance summaries, and follow up with program managers and clients as required
• Investigate and process account adjustments, refunds, non-sufficient funds transactions, credits, and other billing or payment discrepancies
• Monitor the accounts receivable inbox and respond to billing, payment, subsidy, rent, annual review, and account inquiries from clients, residents, managers, and external partners
• Coordinate cheque and cash deposits, scan and route supporting documents, and maintain complete electronic financial records

Reconciliations and Financial Reporting

• Perform monthly accounts receivable subledger-to-general-ledger, bank item, deposit, and program revenue reconciliations
• Reconcile rent rolls, childcare revenue records, donation activity, and payment processor reports to bank and general ledger records
• Investigate variances, missing transactions, unapplied receipts, credits, and outstanding balances, and prepare correcting entries with appropriate support
• Prepare accounts receivable, donation, vacancy, and other financial reports and supporting schedules for management

Month-End and Accounting Support

• Prepare recurring and ad hoc revenue entries, receipt batches, adjustments, and supporting documentation for review and approval
• Complete assigned month-end activities, including direct deposit and e-payment batches, miscellaneous invoicing, reconciliations, and account analysis
• Prepare monthly reporting for different program as needed

Tenant Support

• Maintain tenant and client records, including rent rolls, vacancy information, subsidy details, payment information, customer account data, and BC Housing portal. \
• Support tenant move-ins and move-outs, including prorated charges, credits or refunds, and updates to applicable housing records and systems
• Coordinate annual housing subsidy verifications and rent increases, including resident communications, mail merges, rate updates, and supporting records

Administrative and Operational Support

• Prepare and reconcile annual tax receipts for eligible childcare fees, assisted living residents, and non-cash donations
• Prepare statements, letters, mail merges, invoices, receipts, and other client communications accurately and within established timelines
• Provide backup support for banking downloads, statement retrieval, and other Finance processes as assigned
• Follow internal controls, approval requirements, record-retention practices, and confidentiality standards
• Identify and support improvements to accounts receivable workflows, documentation, data quality, efficiency, and service delivery
• Provide organized documentation and respond to internal and external audit requests related to accounts receivable processes
• Assist with ordering deposit slips and deposit bags as requested

QUALIFICATIONS and EXPERIENCE:

• 2+ years of experience in accounts receivable or a related accounting function
• Experience working with accounting systems and financial processes

SKILLS and ABILITIES:

• Strong attention to detail and commitment to accuracy
• Well-developed organizational and time management skills
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment
• Strong analytical and problem-solving skills
• Effective interpersonal and communication skills, both written and verbal
• Proficiency with Microsoft 365 applications, particularly Excel
• Ability to learn and use accounting systems and digital workflows accurately and efficiently
• Ability to maintain confidentiality and exercise discretion
• Demonstrated initiative and willingness to learn
• Ability to identify and support process improvements
• Collaborative approach to working within a team environment

ADDITIONAL INFORMATION:

Beacon Community Services serves vulnerable populations including seniors, people with disabilities and children. Protecting these people and our teams on whom they rely on is critical to us. Accordingly:

All successful applicants must consent to a Solicitor General’s Criminal Record Check.

Depending on future public health developments, Beacon may implement a vaccination requirement as a condition of ongoing employment for all our workplaces.

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