AP Specialist

We are seeking an experienced Accounts Payable Specialist to join our team and support a high-volume AP function in a fast-paced environment.  The Accounts Payable team performs the full-cycle accounts payable activities for a large multi-entity portfolio of properties ensuring accuracy and consistency while strengthening vendor relationships through timely payments. This role works closely with the Accounts Payable-Vendor Compliance Specialist who ensures that all vendors have the requisite Tax Documentation, Insurance Certificates, and Contracts on File,  with the Financial Reporting Department who reconcile the bank accounts and manage the budgets, and with the Cash Management Manager who executes the check runs, ACH batches, and other payment methods. This role reports directly to the Chief Operating Officer for overall performance evaluation and development goals while receiving day-to-day operational guidance and task prioritization from the Team Lead.

Responsibilities Include (but are not limited to)

Invoice Receipt & Validation

Manage receipt of invoices arrive via email, physical copies, and downloaded from portals.

Verify that invoices contain valid vendor/supplier information screening for fraud and duplicate copies.

Matching

Match invoice with purchase orders, packing slips, and/or contracts on file. Confirm quantities and pricing.

Follow up with site staff/vendors to secure missing documentation.

Ensure proper authorization has been received for non-purchase order invoices.

Coding

Apply coding to proper expense accounts and calculate allocations for invoices shared between multiple entities and/or expense accounts.

Payment Scheduling

Manage payment dates according to vendor terms to take advantage of discounts as apply for timely payments and full term where extended terms are offered.

Reconciliation

Reconcile vendor accounts according to month end statements.

Investigate billing errors.

Works with site staff and vendors to resolve invoice disputes.

Check Run Review – Before Mailing

Make sure checks ran for all invoices indicated for payment.

Cross reference checks to invoices to ensure vendor information, invoice numbers, and amounts are accurate.

Make sure all checks are signed.

Document Management

Prepare all paid invoices for scanning at month end.

Skills & Experience

Strong organizational skills

Ability to implement effective time management and prioritize tasks

Detail oriented and ability to multitask

Ability to accurately process and record large volumes of data

Excellent communication & interpersonal skills

Proficiency with Microsoft Office particularly Excel, Word, and Outlook

Requirements

Position requires extensive computer and phone work

Periods of extensive sitting

Ability to work in office M-F 9a-5p