Accounts Payable Specialist

The Accounts Payable Specialist is responsible for the accurate and timely processing of invoices, vendor payments, and financial transactions supporting property and corporate accounting operations. This role ensures compliance with company policies, maintains strong vendor relationships, and supports financial reporting accuracy across the organization.

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Key Responsibilities

Invoice Processing & Payment Administration

• Review, code, and enter invoices into the accounting system ensuring accuracy and appropriate approvals
• Process weekly check runs and electronic payments for assigned properties and corporate entities
• Print and distribute checks and support payment documentation as required
• Monitor aging reports and ensure timely payment of vendor obligations

Vendor Management

• Establish and maintain vendor records including tax documentation and insurance verification
• Coordinate vendor onboarding and Vendor Café invitations as applicable
• Respond to vendor inquiries and resolve payment discrepancies
• Request updated Certificates of Insurance for expired vendor coverage

Daily Operational Tasks

• Review and approve Payscan transactions
• Complete Positive Pay approvals and coordinate backup coverage when unavailable
• Manage department email inbox and incoming vendor correspondence
• Support VendorCafé approvals and vendor-related questions

Monthly Accounting Support

• Perform bank reconciliations at the beginning of each month
• Enter spreadsheet-based invoices provided by internal stakeholders
• Submit vacant utility logs to property management partners
• Coordinate submission of utility billing data to third-party platforms
• Assist in tracking missing recurring expenses such as landscaping, pest control, and other contracted services

Quarterly & Annual Responsibilities

• Prepare replacement reserve request documentation as applicable
• Support annual 1099 preparation and distribution
• Assist with business license renewals and compliance documentation

Reconciliation & Record Accuracy

• Perform account reconciliations and research discrepancies
• Review vendor statements on a rotating basis to ensure completeness of recorded liabilities
• Maintain organized financial documentation within accounting systems

Additional Responsibilities

• Enter bi-weekly payroll journal entries
• Support audit requests and financial documentation gathering
• Participate in process improvement initiatives
• Perform other accounting support duties as assigned

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Qualifications

Education & Experience

• Associate or Bachelor’s degree in Accounting, Finance, or related field preferred
• 2–4 years of Accounts Payable or accounting support experience preferred
• Experience in property management or real estate accounting environment preferred

Technical Skills

• Experience with accounting systems (Yardi preferred)
• Proficiency in Microsoft Excel and Microsoft Office Suite
• Familiarity with invoice workflow systems (e.g., Payscan) preferred

Competencies

• Strong attention to detail and accuracy
• Ability to manage multiple deadlines and priorities
• Strong organizational and time management skills
• Effective communication and customer service orientation
• Ability to work independently and collaboratively

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Work Environment

• Primarily office-based environment
• Standard business hours with occasional deadline-driven workload fluctuations

Disclaimer

This job description is not intended to be all-inclusive. Duties, responsibilities, and activities may change at any time with or without notice. The company provides reasonable accommodations in accordance with the Americans with Disabilities Act (ADA).

This Property Management Company is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.