JOB PERFORMANCE STANDARD – Accounts Payable Manager

OVERVVIEW:

The Accounts Payable Manager oversees the Accounts Payable Department and is responsible for vendor compliance, vendor statement reconciliation, select invoice data entry, employee expense reporting, and utility expense management, and vendor portal systems. This role is crucial in maintaining the financial health and integrity of the organization and properties under management. The Accounts Payable Manager will lead a team of accounts payable professionals with a focus on individual development and exceptional work quality meeting Hawthorne accounting policies, procedures, and controls. This role requires collaboration with various departments and external vendors. The work environment is dynamic, and the ability to adapt to changing priorities and deadlines is essential.

ESSENTIAL FUNCTIONS:

Responsibilities include but are not limited to:

• Team Leadership: Lead, mentor, train, and develop the Accounts Payable team. Set performance goals, conduct performance evaluations, and provide ongoing training and support.

• Compliance and Controls: Ensure compliance with company policies, financial regulations, and internal controls. Implement and monitor controls to prevent fraud and errors. Including but not limited to:
  1. Vendor compliance.
  2. File property green reporting.
  3. State escheatment/unclaimed property filings.
  4. 1099 reporting.

• Vendor Relations: Build and maintain relationships with vendors. Resolve any issues or discrepancies promptly and professionally.

• Managing Corporate Accounts Payable Operations: Oversee the corporate payable process including but not limited to:
  1. Vendor setup.
  2. Vendor portal engagement.
  3. Corporate payable processing.
  4. National account vendor statement reconciliations.
  5. Data entry of select vendor invoices processed at the corporate office.
  6. Complete 3^rd party client new development 3^rd party funding requests.
  7. Process 3^rd party client new development utility payments.
  8. Employee expense report processing.
  9. Upload, allocation, and payment of consolidated property payables for select vendors categories.

• Property Transitions: Participate in payable and vendor responsibilities for property transitions including but not limited to:
  1. Overseeing payable data entry and vendor invitations for new takeovers.
  2. Overseeing pulling payable support for due diligence and dispositions.
  3. Assist with establishing new utility accounts.
  4. Assist with utility expense management (UEM) system transitions.

• System Management: Oversee the vendor compliance, vendor portal, employee expense reporting, and utility expense management software systems. Ensure the systems are up-to-date and functioning effectively. Research and recommend system improvements. Current systems include:
  1. Yardi VendorCafe
  2. Yardi VendorShield
  3. Concur
  4. Utility Expense Management (Yardi, RealPage, NES, Conservice)

• Reporting: Prepare and present regular reports on accounts payable activities, including aging reports, national account statement reconciliation results, employee expense reports, vendor portal engagement.

• Process Improvement: Continuously evaluate and improve accounts payable processes. Implement best practices to increase efficiency and accuracy. Including but not limited to:
  1. Increasing the number of vendors utilizing the vendor portal to invoice digitally.
  2. Increasing the number of vendors receiving payment via ACH.

• Cross-Departmental Collaboration: Work closely with other departments, such as Corporate, Property, Construction, Renovation & Investment Accounting, Risk Management, Treasury and Property Operations to ensure smooth and coordinated vendor compliance and payable processes.

• Audit Support: Support internal and external audits by providing necessary documentation and answering inquiries regarding accounts payable processes.

ORGANIZATIONAL RELATIONSHIPS: Reports directly to Corporate Controller.

HOURS OF WORK: 7:45am/9:00am to 4:45pm/6:00pm Monday through Friday. Extended    hours may be required during peak periods to meet business needs. An In-office position for support, career growth, and team building with the flexibility of remote work options on alternating Fridays plus tenure-based floating remote days.

SUPERVISORY RESPONSIBILITIES: Yes

  FLSA STATUS: Exempt

EXPERIENCE: At least 5 years of experience in accounts payable or a related field, with at least 2 years in a managerial role.

EDUCATION: Associates Degree in Accounting or equivalent combination of education and experience.

TECHNICAL SKILLS: Proficiency in accounting software and Microsoft Office Suite, especially Excel. Familiarity with ERP systems & Yardi is a plus.

ANALYTICAL SKILLS: Strong analytical and problem-solving skills. Ability to analyze complex data and make informed decisions.

LEADERSHIP SKILLS: Proven ability to lead and develop a team. Excellent communication and interpersonal skills.

DETAIL-ORIENTED: High attention to detail and accuracy in work.

ORGANIZATIONAL SKILLS: Excellent organizational and time management skills. Ability to manage multiple tasks and meet deadlines.

COMMUNICATION: Must be able to communicate effectively both verbally and in written form with multiple departments, corporate team  members, and outside vendors.

INTEGRITY: Strong ethical standards and ability to handle sensitive and confidential information.

LANGUAGE SKILLS: Ability to read, write and verbally communicate in English.

REASONING ABILITY: Has the ability to apply common sense understanding to carry out detailed written or oral instructions.

MATHEMATICAL SKILLS: Advanced knowledge of mathematics required. Ability to apply mathematical concepts to practical situations. Ability to calculate interest, fractions, percentages, and ratios.

PERSONAL APPEARANCE: Dress, grooming and personal cleanliness standards contributes to the business image of Hawthorne Residential Partners. During business hours or when representing the company, you are expected to present a clean, neat and tasteful appearance following the the Company’s Personal Appearance Guidelines.

PHYSICAL DEMANDS: Must be able to perform the physical functions of the position, which may include but are not limited to: Must be able to see, hear, talk, sit, stand, walk, reach, climb, stoop, kneel and crouch. Must be able to lift a minimum of 50 lbs.as needed.

PRE-EMPLOYMENT TESTING:: Drug testing and background screening. Successfully complete pre- employment psychological and basic skills exam, including interest