Job Description
Position Summary
Reporting to the IT Finance Manager. This role supports the day-to-day accounts payable work for AIR's Technology department. This includes processing technology and telecom invoices, maintaining accurate coding and allocations, researching vendor and payment issues, supporting month-end close, and helping integrate vendor, account and billing information during property transitions, acquisitions and dispositions.
Key Responsibilities
- Process and review high-volume, complex invoices for technology and telecom vendors, including software, licensing, hardware, consulting, internet, phone and wireless services
- Ensure invoices are coded to the correct general ledger account, spend category, cost center, company, property and project, and recorded in the correct accounting period
- Ensure expenses are handled correctly across one-time costs, prepaids, amortization and capital spend
- Compare invoices to contracts, renewal terms, expected or usage-based charges, service dates, backup and receipts when applicable
- Monitor recurring expenses such as software subscriptions and cloud services
- Complete monthly AP and assigned account reconciliations, including prepaid expenses, invoice balances and allocations, and help with month-end close activities
- Support audit and remittance detail requests by providing documentation and explanations
- Handle property tech expense allocations and maintain the supporting files
- Process technology credit card allocations and collect the required backup
- Handle complex billback allocations across intercompany cost centers and properties
- Research and resolve invoice, vendor, payment, credit and remittance issues in Workday; work with vendors and internal teams to keep payments on track and escalate issues that could lead to late fees or service interruption
- Maintain invoice trackers, allocation files, prepaid schedules, vendor records and related reference materials so open items and recurring work are visible
- Prepare and maintain Excel allocation and invoice upload files, including formulas and pivot tables, and understand how formulas, formatting and source-of-truth files affect Workday uploads and downstream reporting
- Support company growth and portfolio changes by gathering vendor, account, invoice and payment information for property transitions, acquisitions and dispositions and helping move the information into AIR's standard AP processes
- Document recurring processes, identify opportunities to reduce manual work and help cross-train other team members
- Complete monthly, quarterly and yearly balance sheet reconciliations.