Accounts Payable Clerk

Galaxy Vets is a new employee-centric healthcare system with a mission to give veterinary medicine back to veterinary professionals. Employees are our priority. At Galaxy Vets, we offer top-of-the-market salary, equity, and a competitive benefits package, all intended to prevent burnout and enable you to focus on what you love - providing quality care to pets and their families

We are seeking a reliable and detail-oriented Accounts Payable (A/P) Clerk to support day-to-day vendor payment operations across both Canada and the United States.

This remote role is based in Canada and requires experience handling multi-entity and multi-currency accounts payable functions, including familiarity with GST/HST/PST in Canada and state sales tax compliance in the U.S.

The ideal candidate has a strong grasp of accounting processes, excellent communication skills, and a commitment to timely and accurate financial operations across a growing business.

If this sounds like you, let’s talk – we’d love to meet you!

Key Responsibilities

Invoice Processing (Canada & U.S.)

• Review, code, and enter vendor invoices into the accounting system ensuring accuracy, proper approvals, and appropriate tax treatment (HST/GST/PST in Canada; sales tax as applicable in the U.S.).
  
• Monitor invoice aging and payment terms; prepare weekly payment runs via EFT, wire transfer, ACH, or cheque.
  
• Match purchase orders and receipts to invoices where applicable.

Vendor Management

• Set up and maintain accurate vendor records including contact, banking, and tax information (e.g., HST numbers for Canadian vendors, W-9s for U.S. vendors when required).
  
• Respond to vendor inquiries, resolve payment issues, and maintain positive vendor relationships.
  
• Reconcile vendor statements and investigate outstanding balances or discrepancies.

Reconciliations and Month-End Support

• Reconcile A/P subledgers to general ledger accounts monthly.
  
• Assist in credit card reconciliations, expense reimbursements, and prepaid allocations.
  
• Support the month-end close process with A/P reports and schedules.

Tax & Compliance

• Ensure vendor invoices are tax-compliant based on jurisdiction:
  
  • Validate and track HST/GST/PST for Canadian provinces.
    
  • Recognize and apply appropriate U.S. sales tax where applicable.
    
• Support finance team in providing documentation for audits and internal reviews.
  
• Adhere to company policies, approval workflows, and internal control procedures.

Process Improvement & Collaboration

• Contribute to continuous improvement of A/P processes, documentation, and automation.
  
• Collaborate with finance, procurement, and operations teams to support business needs and process alignment across entities.

Qualifications

• 2–3+ years of accounts payable experience in a multi-entity or cross-border (U.S./Canada) environment.
  
• Knowledge of Canadian and U.S. tax treatment for vendor invoices (e.g., HST/GST/PST, U.S. sales tax, W-9/W-8 forms).
  
• Experience with accounting systems NetSuite, QuickBooks, or other ERP platforms.
  
• Strong organizational and time management skills with the ability to meet deadlines.
  
• Excellent written and verbal communication skills.
  
• Proficiency in Microsoft Excel or Google Sheets.
  
• Diploma or degree in Accounting, Finance, or Business Administration preferred.

What We Offer

• Remote work environment (must be based in Canada)
  
• Exposure to Canadian and U.S. finance operations in a growing organization
  
• Supportive and collaborative team culture
  
• Opportunities for professional development and growth

The Perks

• Full Medical/Dental benefits with CanadaLife
• Paid time off
• Staff Discount
• CE Allowance
• Free access to Health and Wellness, Professional Support