Accounts Payable Coordinator

Company Overview

As one of the world’s leading theatre companies and Niagara’s 20 largest employers, The Shaw is dedicated to an ongoing process of increasing diversity and inclusion in our audiences, our programs, and in all of our hiring for staff, artists, and in the recruiting of board members.
The Shaw is committed to a future when our theatres joyously draw on and include all peoples, fully reflective of the world around us. As such, the Shaw Festival is an equal opportunity employer committed to a barrier-free recruitment and selection process. We encourage and invite applications from applicants who identify as Indigenous, Black or as persons of colour (IBPOC), the LGBTQ2+ communities and those identifying as gender fluid.

In accordance with Accessibility for Ontarians with Disabilities Act (AODA), and in keeping with our wish to ensure a fully inclusive environment, please advise Human Resources if you require an accommodation throughout the recruitment process. We will be happy to assist.

We acknowledge and honour the land upon which we gather as the historic and traditional territory of First Nations peoples. In particular, we recognize and thank the Neutral Nation, the Mississauga and the Haudenosaunee for their stewardship of these lands over millennia.

Job Description

Position: Accounts Payable Coordinator
Department: Finance
Location: Shaw Festival, Niagara-on-the-Lake, Ontario
Hours: Fulltime | 35 hours/week | 9am–5pm | requirement to work additional hours at certain times of the year
Salary: $43,000 – $46,800/annually, plus benefits and RRSP contribution (after 3 months probation period) and
2 weeks vacation/annually

The Shaw Festival is committed to fair compensation and providing a structured environment that supports professional growth and work-life balance.

Job Summary
The Accounts Payable Coordinator ensures that accounts payable data is collated and processed in an accurate, timely and confidential manner. The fulfilment of the duties and responsibilities outlined below require diligent attention to detail, accuracy, completeness and the requirement to meet Finance department reporting deadlines.

Key Responsibilities
The responsibilities entail performing daily, weekly, monthly and annual tasks for the department.
Daily
• Review, verify and process vendor invoices, internal expenses and petty cash
• Match PO’s and receiving documents to invoices
• Ensure proper GL coding and procurement policy compliance
• Maximize vendor discounts
• Apply credit memos
• Reconcile vendor statements and follow up on outstanding balances/discrepancies
• Follow up on vendor/internal payment inquiries
• Request stop payments as required
• Complete credit applications
• Send daily AP reconciliation for posting
• Maintain vendor digital and physical files

• Post Tessitura ticketing/web batches
• Receive and save Tessitura batch approvals
• Prepare deposits from Audience Services
Weekly
• Prepare cheque registers based on aging status and approved cash flow
• Print cheques and attach applicable backup
• Coordinate cheque signing based on procurement policy
Monthly
• Enter recurring housing rental invoices and print cheques
• Take applicable rent cheques to banks for deposit
• Coordinate receipt of Corporate and Production Visa submissions
• Adjust Corporate Visas in FE and enter Production journal entries
• Assist with clearing Visa accounts to zero
• Scan and save Visa submissions
• Monitor and clear vendor COD GL accounts
Annually
• Prepare working papers for assigned AP accounts
• Provide sample backup requested by auditors
• Reconcile AP deferred accounts to ensure balances clear to zero
• Receive Housing PO’s for current year rental units
• Other projects/assignments as required
Required Qualifications
• Post-secondary education in accounting and/or 2-3 years of experience in a related role
• Working knowledge of Excel and MS Outlook
• Working knowledge of Accounting, Fundraising and /or Box Office system an asset
• Understand tax structure for purchases including self-assessed taxes
• Analytic and data entry skills, with significant attention to detail
• Strong organizational skills
• Ability to work independently, set priorities and meet deadlines
• Ability to interact professionally with internal and external people
• Adhere to Finance Confidentiality Policy