A/P Expense Management Administrator

Accounts Payable Vernon, BC



The A/P Expense Management Administrator is responsible for the coordination, maintenance and administration of the AP Expense Management System and Bank PCARD management tool (BMO Spend Dynamics). The A/P Expense Management Administrator supports customers and team members through the provision of expertise and issue resolution.


 Monitoring of accounts and transactions

  • Monthly reconciliations for payment card transactions and personal expenses
  • Prepare documents for posting and coordinate entries with team members that have been paid by credit card
  • Liaise with treasury to provide payment and coding details. Prepare and handoff month-end pay cycle to generate a payment of card transactions.
  • Liaise with treasury and accounting to provide a monthly payment, coding and statement details for Diners Club

 Provision and Maintenance of AP Expense Management System

  • Responsible for overall management and maintenance of the Coupa Expense Management system (setting up new users, managing hierarchy, processing new Credit charge requests through Spend Dynamics)
  • Assist with running test scripts for Coupa expense management system upgrades


  • Coupa and Spend Dynamic Reports run daily/weekly/monthly adhering to the outlined Internal Controls Framework
  • Continually monitor and action high importance inquiries
  • Monitor Credit Card spend

 Training and Support

  • Deliver on-the-job training to team members for the Coupa Expense Management Program
  • Assist with training of Coupa in the field

 Provision of Support to A/P Department

  • Assist e-payables process to ensure accuracy and timely reconciliation
  • Provide expertise and assistance to fellow team members
  • Provide procedural updates for team members.

Customer Service

  • Act as point of contact for BMO Spend Dynamics bank platform and Coupa
  • Act as point of contact for customer issues and concerns. Respond in a timely and satisfactory manner.
  • Ensure First Class customer service is provided to all Kal Tire locations, vendors and customers through clear and respectful communication, accountability, and accuracy.
  • Communicate with all levels of management clearly and concisely regarding issues and troubleshooting.


  • 3+ years’ Accounts Payable or related experience.
  • Experience in account reconciliations and analysis.


  • Exceptional communication skills
  • Extremely high level of attention to detail
  • Upbeat positive attitude
  • Ability to work well within a team environment
  • Strong analytical and problem-solving skills
  • Sound decision-making ability
  • Extensive knowledge of general accounting procedures
  • Intermediate knowledge of Microsoft Office with advanced knowledge of Excel


  • Grade 12


  • Overtime as required