Process and verify invoices accurately and promptly for healthcare-related purchases and services, including medical supplies, pharmaceuticals, equipment, outsourced services, and operational expenses. Ensure invoices are properly coded, approved, and entered into the accounting system in accordance with company policies and finance procedures. Match invoices against purchase orders, contracts, and receiving documents while resolving discrepancies with relevant stakeholders.
Maintain and update vendor records, including onboarding new healthcare vendors and service providers. Liaise with vendors regarding payment inquiries, invoice discrepancies, and outstanding issues while ensuring compliance with vendor agreements, contractual terms, and payment schedules.
Support the timely preparation and processing of payments to vendors, healthcare suppliers, service providers, and staff reimbursements through various payment methods, including bank transfers, cheques, electronic funds transfers (EFTs), ACH transfers, and corporate credit cards. Ensure all payment transactions are accurately recorded and reconciled.
Assist in reviewing and reconciling employee claims, corporate credit card expenses, medical-related operational expenses, and other payable transactions. Verify supporting documentation and ensure compliance with company policies, approval workflows, and healthcare operational requirements.
Support the preparation of accounts payable reports and financial analyses, including vendor aging reports, accrual schedules, payment forecasts, and cash flow projections. Assist in monitoring AP performance and identifying trends or process improvement opportunities to support operational and financial decision-making.
- Compliance and Internal Controls
Ensure AP processes comply with internal controls, accounting standards, healthcare finance regulations, and company policies. Maintain proper documentation and audit trails for all transactions while supporting internal and external audits related to accounts payable activities.
- Process Improvement and System Support
Participate in initiatives to streamline AP workflows, improve operational efficiency, and support digitalization or automation of finance processes. Assist in maintaining accurate records within accounting and procurement systems.
- Collaboration and Administrative Support
Work closely with procurement, operations, clinical departments, HR, and finance teams to resolve invoice and payment matters efficiently. Provide administrative and operational support to the finance department and assist with ad hoc assignments when required.
Desirable Attributes & Competencies
- Familiarity with healthcare procurement processes, medical vendors, and healthcare finance operations will be an advantage.
- Proficient in Microsoft Excel and Oracle Netsuite systems.
- Strong attention to detail, organizational, and reconciliation skills.
- Good communication and interpersonal skills with the ability to manage vendor relationships professionally.
- Ability to work independently and collaboratively in a fast-paced healthcare environment.
