Lead AP Specialist - Managed Communities

Our mission is to make people’s lives better by providing quality care, service, and consulting. We believe that our residents and clients deserve our very best. We recognize that satisfaction with care and consulting services does not mean the same thing to everyone; therefore, it is imperative that we listen closely to our customers.

Our core values of hospitality, stewardship, integrity, respect, and humor®, widely recognized and embraced, continue to be the driving force behind our actions as we carry out our mission. It’s not only what we do but how we do it that makes us a national leader and trusted advisor to those we serve.

As our Lead Accounts Payable Specialist, you will be the linchpin ensuring smooth, accurate, and timely invoice processing and payments while fostering positive relationships with vendors and our managed communities. If you’re detail-oriented, proactive, and thrive in a fast-paced environment, we’d love to hear from you.

Key Responsibilities

• Vendor Onboarding & Compliance:
• Collect payment information and obtain W9s from new vendors
• Ensure compliance with the OIG exclusion database
• Invoice Management:
• Manage the AP email inbox by responding promptly to vendor inquiries and internal questions
• Download invoices, set up auto payments, and oversee the transition to a paperless payment process
• Verify approvals and documentation for various invoice types including resident refunds, employee expense reports, and insurance bills
• Document & Payment Coordination:
• Manage the MCs document portal by assigning vendor IDs and general ledger codes
• Review invoices for accuracy, reconcile discrepancies, and resolve payment issues
• Oversee check issuing for emergent requests and coordinate the printing and mailing of vendor payments
• Financial & Record-Keeping Duties:
• Ensure timely closing of accounts payable in preparation for month-end processes
• Update community check registers and maintain electronic records for all AP invoices
• Process manual ACH payments and close open payable invoices
• Training & Process Improvement:
• Provide coaching and training to HDG MCs and a third-party outsourcing team
• Document and update process flows, training guides, and the purchase-to-pay process
• Assist with onboarding/offboarding of community members and follow up on contract changes
• Customer Service & Issue Resolution:
• Act as the primary customer service representative for the AP Department
• Resolve escalated service interruptions and cancellations, processing phone or online payments to restore service
• Oversee and issue 1099 tax forms for managed facilities
• Additional Duties:
• Assist the MC Finance team in reviewing and correcting AP transactions
• Manage daily AP import files, invoice exceptions, and mapping issues
• Perform other duties as assigned
  

Required Knowledge, Skills, & Abilities

• Knowledge:
• Proficiency in Microsoft Word, Excel, and various accounting software applications
• Solid understanding of accounting concepts
• Skills:
• Exceptional written and oral communication skills
• Strong judgment and critical thinking for resolving complex vendor issues
• Excellent attention to detail and strong 10-key typing skills
• Abilities:
• Manage multiple high-volume email boxes and data entry tasks accurately
• Develop and maintain positive working relationships with communities, internal teams, and vendors
• Work independently with minimal supervision
• Proactively drive process improvements to enhance productivity
  

Benefits Include

• 401(k) retirement savings
• Paid time off & volunteer time off
• Medical, dental, and vision coverage
• Flexible work schedules & remote options
• Tuition reimbursement & professional development
• Pet insurance & adoption assistance