Purchasing & Payment Clerk at Reimagined Parking — NeverHard

Job DescriptionJob DescriptionDescriptionReporting to the Services and Operational Support (SOS) team, the Purchasing & Payment Clerk is responsible for purchasing administration and payment exception processing across Canadian and U.S. operations. This role ensures accurate data entry, timely processing, reconciliation, and resolution of purchase orders, invoices, payments, refunds, and exceptions across multiple proprietary systems. The position collaborates closely with accounting, branch teams, and external vendors to resolve discrepancies, meet service level expectations, and support critical operational workflows. This is a hybrid role requiring onsite work at the downtown Vancouver office one day per week. Key Responsibilities Purchasing & Invoice Administration Submit, receive, and manage purchase requisitions, purchase orders, and invoices in Coupa and other proprietary systems. Monitor purchase order lifecycle stages to ensure timely approvals, processing time, payments, and escalations as necessary to prevent late payment fees. Retrieve invoices from vendor portals on a pre-set schedule and ensure compliance with PO policies. Maintain accurate, real-time records and audit trails for all purchasing transactions. Payment Processing & Exception Administration Responsible for accurate manual posting of payments that are rejected from automated posting processes. Post and reconcile incoming payments including cheques, EFT/ACH, wire transfers, and online payments. Resolve payment inquiries, discrepancies, unapplied and/or misapplied cash. Process refunds and support EFT setup and W9 requests. Download lockbox reports and post exceptions in financial and parking systems. Perform daily cash application and reconciliations and prepare status reports. Collaboration & Stakeholder Support Act as a liaison between internal departments, branch accountants, and vendors. Communicate professionally with third-party partners. Support SOS and CX department goals through cross-functional assistance. Mail, Cheque & Onsite Operations Collect, sort, and process Canadian and U.S. mail related to Enforcement and Monthly Parking. Prepare cheque deposits and courier packages for lockboxes. Process Parking Notice payments received by mail. Order deposit books and bags as required. Operational Excellence Maintain daily task trackers and meet all deadlines. Troubleshoot issues and escalate as required. Perform other related duties as assigned. Adhere to standard policies and processes. Meet rigid deadlines and SLAs. Skills, Knowledge and Expertise 1+ years of experience in purchasing, payment processing, data entry, or administrative roles. Coupa experience is an asset. Proficiency in Excel, Word, and Outlook. Strong analytical, problem-solving, and reconciliation skills. Excellent written and verbal communication skills in English. Strong time management and ability to work independently. Detail-oriented, adaptable, and highly motivated. Maintains accuracy under tight deadlines. Ability to consistently meet service level and performance goals. Quiet, dedicated workspace with minimum internet speed of 150mbps Benefits Medical Dental Vision Life and Disability 401K (US) or RRSP Matching (Canada) Paid Time Off (PTO)