Accounts Payable/Executive Assistant

The AP Executive Assistant will be a full-time Assistant in daily operations in the Accounts Payable Department. The AP Assistant is responsible for all accounts payable functions for the company, including but not limited to processing invoices, processing checks, reconciling vendor statements, and monthly AP accrual while supporting the accounting department and assisting in accurate and timely accounting practices. This position requires an independent, self-starting, and reliable individual who possesses a high level of energy coupled with great attention to detail.

While professional experience and qualifications are key for this role, make sure to check you have the preferable soft skills before applying if required.

• Responsibilities :
• Manage accounts payable process and procedures.
• Perform tasks in accounting software
• Prepare and process high volume invoices from multiple facilities in Yardi
• Coordinate with Metrique team for access to vendor systems and log-ins
• Compile and execute and open / closure list
• Maintain a password management system
• Ensure GL coding is accurate for all invoices and track that all invoices are paid on time, be able to process and follow up on “rush” items
• Identify and resolve any discrepancies between purchase orders and invoices; seek approval from appropriate division head as needed
• Provide timely response to internal and external vendor inquiries / issues
• Ensure all processing and reporting deadlines are consistently achieved
• Set up of new vendors in accounting software, review and identify vendor statements as needed
• Organize vendor contracts and due dates
• Maintenance of calendars to include invoice due dates and appropriate follow up.
• Compose outgoing correspondence for review, signature, and mailing to vendors
• Fill out applications as necessary, i.e. lease and insurance forms
• Convert different types of documents to pdf format as requested
• Reconcile all credit card statements and submission of payments, utilize Fyle for management and oversight of deadlines
• Reconcile deposit accounts
• Track all late fees and payments
• Regularly check and process all incoming mail
• Request daily reminders of outstanding tasks for executive staff as it relates to accounts payable
• Upkeep and maintain file documentation, ensure that all information is up to date with correct naming convention and easily located
• Compile and send necessary documentation for outside sources such as tax consultants, inspectors, etc…
• Upkeep vendor and key contacts list
• Assist in AP clean up projects such as vendor account clean up
• Assist audit process as requested by supervisor
• Complete projects and special assignments by establishing objectives, determining priorities, managing time, gaining cooperation of others, monitoring progress using problem-solving techniques to adjust as necessary
• Assist with planning and preparation of corporate events
• Provide support to and take direction from directors and managers
• Performs other ad-hoc tasks, duties, and responsibilities as assigned and as needed.
• Requirements :
• Must be organized, accurate, thorough, and able to monitor work for quality
• Must be able to prioritize and plan work activities to use time efficiently
• Advanced level of computer literacy including financial systems and Microsoft Office / Excel
• Proficient with a high volume of transactions
• 3-5 Years of Accounts Payable Experience
• Yardi Experience a plus
• Must be flexible and organized
• Must be comfortable working autonomously but also within a team
• Must be adept at problem-solving, including being able to identify issues and resolve problems in a timely manner
• Must be dependable, able to follow instructions, respond to management direction, and must be able to improve performance through management feedback.
• Must have reliable transportation and work primarily on-site
• Must be able to perform essential job functions above
• Essential Job Functions :
• The Accounts Payable Assistant must have excellent PC skills with proficiency using Excel and other MS Office programs and be highly organized to meet deadlines and work independently in a fast paced, multi-functional environment where tasks and assignments are constantly changing. Must be able to multi-task and switch gears with minimal notice. Must be a quick learner, able to think outside the box to manage changes from day to day. Must be able to research and work independently to effectively handle large volumes of information / data and a variety of documents and regulations.

Every effort has been made to make the job description as complete as possible. However, it in no way states or implies that these are the only duties that will be required in this position. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or is a logical assignment to the position.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally required to walk; sit; climb or balance; stoop; kneel, crouch, or crawl and talk or hear.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Surepoint Medical Centers does not discriminate in employment opportunities or practices on the basis of race, color, religion, sex, national origin, age, disability, or any other characteristic protected by law. Surepoint Medical Centers will make reasonable accommodations for qualified individuals with known disabilities unless doing so would result in an undue hardship or impose a direct threat to the safety of the employee or to others.

Job Type : Full-time

Job Type : Full-time

Schedule :

Experience :

Work Location : In person