Key Responsibilities

Invoice Processing & Payment Execution

• Receive, review, and code vendor invoices to the appropriate property, cost center, and general ledger account in accordance with the chart of accounts.
• Match invoices against purchase orders, contracts, and approved work orders; identify and resolve discrepancies prior to payment approval.
• Enter and post invoices into the accounting system (Yardi, MRI, AppFolio, or equivalent) accurately and within established processing timelines.
• Prepare weekly and bi-weekly payment runs including checks, ACH transfers, and wire payments; route for proper authorization prior to release.
• Ensure all invoices are approved by the appropriate property manager, project manager, or department head before payment is issued.
• Process utility payments, CAM reconciliation billings, property tax installments, mortgage payments, and other recurring property-level obligations on schedule.

Vendor Management & Communication

• Maintain a current and organized vendor database including contact information, payment terms, W-9s, and certificates of insurance.
• Serve as a primary point of contact for vendor payment inquiries; research and resolve payment disputes, short pays, and billing discrepancies in a professional and timely manner.
• Assist with new vendor onboarding, including obtaining required documentation such as W-9 forms, ACH authorization agreements, and insurance certificates.
• Monitor vendor statements and reconcile outstanding balances on a regular basis to ensure accounts remain current and accurate.

Recordkeeping & Filing

• Maintain organized digital and physical files for all invoices, payment confirmations, vendor contracts, and supporting documentation in accordance with document retention policies.
• Ensure all AP transactions are supported by complete and accurate backup documentation that is audit-ready at all times.
• Assist with month-end close by preparing AP aging reports, accrual schedules, and outstanding invoice summaries for review by the Controller.
• Reconcile AP sub-ledger to the general ledger on a monthly basis and investigate and resolve any variances.

Month-End Close Support

• Prepare and post accrual journal entries for invoices received but not yet processed at month-end.
• Assist with bank reconciliations by identifying and clearing outstanding AP-related items.
• Generate and distribute monthly AP aging reports to property managers and senior accounting staff.
• Support the Controller or Accounting Manager with any ad hoc reporting, analysis, or reconciliation tasks required during the close cycle.

Compliance & Internal Controls

• Process all invoices and payments in strict accordance with the company’s AP policies, approval authority matrix, and internal control procedures.
• Identify and flag duplicate invoices, unapproved expenditures, or payments that fall outside established thresholds for supervisor review.
• Assist with annual 1099 preparation and filing, ensuring all applicable vendors are identified and reported accurately and on time.
• Support internal and external audit requests by retrieving invoices, transaction detail, and supporting documentation as directed.

Cross-Departmental Collaboration

• Coordinate with property managers to obtain invoice approvals, resolve coding questions, and ensure property-level expenses are accurately captured.
• Work closely with the asset management and construction teams to process capital expenditure invoices and draw requests in accordance with approved budgets.
• Assist with the setup and tracking of vendor payment schedules for construction and renovation projects.
• Communicate proactively with team members regarding aging payables, cash requirements, and payment timing.

Qualifications

Required

• Associate’s or Bachelor’s degree in Accounting, Finance, Business Administration, or a related field; or equivalent combination of education and work experience.
• 0–3 years of accounts payable or general accounting experience; real estate or property management industry experience a plus.
• Working knowledge of accounts payable processes, general ledger coding, and basic accounting principles (debits, credits, accruals).
• Proficiency in Microsoft Excel (VLOOKUP, pivot tables, basic formulas) and Microsoft Office Suite.
• Experience with property management or accounting software (Yardi, MRI, AppFolio, QuickBooks, or similar) preferred.
• Strong attention to detail, organizational skills, and the ability to manage a high volume of invoices accurately and efficiently.
• Dependable and deadline-driven with a strong sense of urgency around month-end and payment run timelines.

Preferred

• Experience in commercial real estate, property management, or a multi-entity accounting environment.
• Familiarity with CAM reconciliations, property tax billing cycles, and lease abstracts as they relate to AP.
• Understanding of 1099 reporting requirements and year-end AP processes.
• Exposure to job cost accounting or project-based expense tracking.

Core Competencies

• Accuracy & Attention to Detail: Consistently produces error-free work in a high-volume, fast-paced environment.
• Organization: Able to manage multiple invoices, deadlines, and vendor relationships simultaneously without items being missed.
• Communication: Professional and clear in all written and verbal interactions with vendors, property managers, and internal team members.
• Integrity: Handles sensitive financial information with discretion and adheres to all internal controls and approval processes.
• Eagerness to Learn: Open to feedback, proactive in developing accounting knowledge, and motivated to grow within the organization.
• Team Collaboration: Works cooperatively with accounting colleagues and cross-functional departments to meet shared deadlines.

Work Environment