AP Administrator

Position Summary:

The Accounts Payable (AP) Administrator is responsible for managing the company's financial transactions related to vendor payments, ensuring all bills are paid accurately and on time by processing invoices, reconciling discrepancies, and maintaining detailed financial records to comply with company policies and accounting standards. This position acts as the primary point of contact for vendor payments within an organization. This position will utilize the Yardi Voyager 7s financial system and Microsoft Office Suite (Outlook, Excel, and Word).

Primary Duties & Responsibilities:

·        Invoice processing: receiving and reviewing vendor invoices for accuracy, verifying pricing and quantities.

·        Entering invoices into the Yardi system and assigning appropriate workflow, including vendor information, amount, and due date.

·        Reconciling vendor statements, researching and resolving invoice discrepancies and account payable issues with vendors.

·        Initiate accounts payable batches, including coding and allocating invoiced expenditures.

·        Enter new vendors and review vendor documentation for completeness; follow up with vendors for missing documentation.

·        Identify and follow up on past-due payments and missing certificate of insurance (COI) documentation to support the invoice workflow processing in Yardi Pay Scan.

·        Assist accountants in preparing financial reports and account reconciliations that support financial statement preparation.

·        Preparing annual 1099’s

·        Receive, sort, and process incoming mail, standard outgoing mail, overnight packages, and certified mail.

·        Provide outstanding customer service to shareholders, support staff, tenants, and vendors.

·        Identify opportunities to streamline processes and daily tasks by fully utilizing the Yardi system and MS Office Suite

·        Other duties as assigned.

Job Skills & Abilities:

·        Detail-orientated with a passion for organization and processing. Ability to engage in various tasks simultaneously and consistently achieve deadlines.

·        Strong time management skills–completing tasks timely and accurately.

·        Ability to work independently, exercising sound judgment on when to seek assistance or advice.

·        Adheres to directives and managerial guidance; assumes accountability for actions and the thorough completion of tasks.

·        Demonstrates collaborative spirit; willingly steps forward to take on additional duties; proactive in offering support and requesting help when necessary.

·        Adapts strategies or techniques to suit the current situation or circumstances; effectively navigates changes, delays, interruptions, or unforeseen occurrences.

·        Patient and professional demeanor. Ability to communicate with personnel at multiple levels within the organization.

·        Ability to exemplify company values in all aspects of job performance.

·        Understanding of accounting practices and procedures.

·        Able to maintain confidentiality of information, communication and records related to vendor relationships and financial reporting.

·        Hands on experience on Yardi Voyager 7s preferred

·        Excellent written and verbal communication skills.

·        Ability to follow verbal and written instructions.

·        Microsoft Office Suite–especially Excel, Outlook, and Word.

·        Knowledge of spreadsheets and accounting software.

Education &/or Experience:

·        High school diploma or equivalent required, with some accounting coursework and three years of related experience required or equivalent combination of education and experience.

·        Experience working in automated property accounting systems.

·        Experience in a commercial real estate office helpful.

Salary Range: $25-28 an hour, depending on experience.

Bonus: Eligible for an annual discretionary bonus.

Benefits:

·        Comprehensive medical, dental, and vision benefits

·        Financial protection through short/long-term disability, life, AD&D insurance

·        401(k) plan with company match of $1 for $1 up to 4% of earnings, matched & vested at every pay cycle

·        A paid time off program and paid holidays

·        Paid maternity/paternity leave