University of Waterloo

  • Accounts Payable & Inventory Assistant

    Requisition ID
    Job Category
    6200 - Food Services
    Job Status
    Regular Full-Time
    Hiring Range
    $38,074 - $51,721
  • Overview

    Responsible for data entry of food invoices in an Inventory Management Program, processing all other payable invoices, entering and managing the inventory database. Maintaining the item master for inventory accuracy.



    • With an extremely high degree of accuracy, enter vendor invoices and internal transfers into the inventory management system in a timely manner. Accuracy and timeliness are integral components of this position as terms of payment vary from immediate, to net 30 days. In addition, budget numbers for the department and units are dependent on accuracy and timeliness of entries. Approximate annual value of $8,000,000.00
    • Data entry of inventory numbers for costing on a scheduled basis for the units
    • Preparation of food cost or inventory reports as required
    • Maintain and update the item and vendor databases in a computerized inventory software. Includes regular price updates and vendor comparisons on non-contract items. Monitor controls established on existing contracts including price checks. Refer any pricing or contract discrepancies to the Executive Chef and Financial Officer


    • Manage Franchise Royalty Fees, includes using sales data to calculate royalties owing and processing the payments to the appropriate franchise
    • Reconcile and process for payment all department Equipment Repair Invoice
    • Assist with other duties as required by the Financial Coordinator

    Accounts Payable

    • Prepare all payable invoices for signature and processing
    • Process and submit electronic transfers of invoices payable to Financial Services
    • Verify statements from vendors to ensure all invoices are paid on time and correctly, and that all credits have been received and processed

    Other duties as assigned:

    • Maintain vendor and invoice paper files for current and archive
    • Assist unit managers and supervisors with software questions and training when required (Department Specific Software)
    • Other Watcard reports as required by department
    • In the absence of the Manager, Information & Systems provide assistance with the management of the POS Watcard Product Database including:
      • Scanning of new products into the POS Watcard Database as required
      • Pricing updates in the POS Watcard Database as required


    • College diploma or equivalent experience in office and administrative environment
    • Knowledge of accounts payable, general accounting, purchasing and inventory principles
    • Detail oriented, have the ability to take initiative, the ability to work independently and work well with others
    • Excellent communication (written and verbal), organizational and interpersonal skills are required
    • Must possess maturity, patience and good judgement in order to respond to the requests and questions from other department staff, University departments and external vendors
    • Proficient in Windows, Microsoft Excel, Outlook, the Internet and Email
    • Prior experience in a food service or hospitality environment an asset


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