Accounting & Payroll Specialist

Overview Of Role
The Accounting & Payroll Specialist is responsible for the proactive, organized, and efficient management of Accounts Payable (AP), Accounts Receivable (AR), project accounting support, and payroll administration. This role requires a strong understanding of company policies, approval authority, internal controls, project accounting, overhead expenses, and capital expenditures, and supports the enforcement of these policies.

Title: Accounting & Payroll Specialist

Reporting to: Office Lead

Truth. Trust. Together. Tomorrow.
At RLB, we speak the truth, build for the long term, look out for each other and work to do good. We are driven by outcomes, creating tailored solutions that deliver successful projects. We believe that when we bring together the right people doing things the right way, we make progress for our clients and our communities.

Accounts Payable

• Manage accounts payable functions with minimal supervision
• Understand company structure, offices, personnel, and differing operational requirements
• Organize and manage AP processes and workflows
• Develop and maintain schedules of various payments by office
• Maintain a thorough understanding of account structures related to AP
• Ensure compliance with company policies and internal controls
• Review existing AP processes and recommend improvements where appropriate
• Communicate effectively with internal departments and offices
• Process vendor invoices accurately and in a timely manner
• Manage competing priorities to meet the needs of multiple stakeholders

Accounts Receivable

• Prepare and issue client invoices for services rendered
• Monitor and follow up on outstanding accounts receivable
• Send billing reminders and communicate with clients regarding payment timelines
• Identify and track delinquent accounts
• Prepare cheque payments for deposit and record client payments
• Prepare monthly AR statements detailing paid and unpaid invoices

Project Setup & Accounting Support

• Set up new projects in the accounting system for won contracts
• Validate, create, and update billing templates and pricing matrices
• Maintain active projects within the accounting system
• Support project cost accounting, including tracking costs and billings

Payroll Coordination

• Onboard and off board staff.
• Prepare and process semi-monthly payroll for all employees
• Review and validate approved timesheets for accuracy and completeness
• Administer payroll deductions, including statutory deductions (CPP, EI, income tax), garnishments, and benefits
• Coordinate with Human Resources and other departments to ensure accurate employee data flow
• Administer the electronic timekeeping system, including employee setup and monitoring
• Ensure compliance with CRA requirements and provincial employment standards (plus)
• Process new hires, terminations, and compensation changes as approved
• Maintain employee payroll records and ensure confidentiality
• Respond to employee payroll inquiries in a professional and timely manner
• Prepare payroll-related reports (e.g., hours worked, overtime, leave balances, deductions)
• Proactively monitor legislative and regulatory changes impacting payroll and advise management of required updates to payroll processes, systems, and policies

This role may also be responsible for assisting with various office support needs in conjunction with the Office Administrator to include:

• Set up and administer the staff benefits program
• Maintain and administer the insurance premiums for the staff (WSIB) and the professional and general liability insurance for the office
• Arrange meetings and appointments, when necessary
• File creation and maintenance
• Make travel arrangements when requested
• Organize the local office staff functions including annual celebrations
• Order office supplies
• Responsibilities for day-to-day operations in the Toronto YYZ office

• Minimum
  
  Education required:
  
  Bachelor’s Degree in Accounting or Finance
• Minimum Experience required: 5 years payroll, accounts payable or accounts receivable experience
• Experience in UKG Pro Workforce Management or Unanet AE strongly preferred
• Experience with Canada Payroll & Accounts Payable/Accounts Receivable a…