Accounts Payable Assistant

Position Summary:

The Accounts Payable Assistant: UEM is responsible for executing high-volume utility bill payments and managing payment-related exceptions for multifamily housing communities served by Minol USA.

This role plays a critical operational control function within the Utility Expense Management Division by ensuring accurate and timely vendor payments while maintaining documentation integrity, internal control compliance, and audit readiness. The position collaborates cross-functionally with internal teams and external utility providers to research discrepancies, prevent service interruptions, and support established funding deadlines.

The ideal candidate demonstrates strong attention to detail, sound judgment in exception handling, and the ability to manage repetitive, deadline-driven workflows with consistency and accuracy.

Essential Responsibilities:

• Process high-volume utility invoices through vendor portals, ACH platforms, and other electronic payment systems
• Review invoices for accuracy, completeness, and proper client/property allocation prior to payment
• Manage payment exceptions, including rejected payments, billing discrepancies, late fees, credits, and vendor disputes
• Research and resolve invoice discrepancies through communication with utility providers and internal stakeholders
• Monitor vendor portals for account updates, payment confirmations, service notices, and system errors
• Maintain complete and accurate documentation and audit trails for all payment activity
• Create and maintain tracking logs related to payment status, exception resolution, and funding cycles
• Escalate recurring discrepancies, system errors, or compliance concerns to management in a timely manner
• Support month-end funding cycles and ensure payments are executed in accordance with established deadlines
• Assist with internal quality reviews and control checks to support adherence to company policies
• Perform additional duties as assigned to support the UEM division

Required Qualifications:

• High school diploma or equivalent required; Associate degree in Accounting, Finance, or related field preferred
• 6 months to 2 years of accounts payable, invoice processing, or high-volume bill payment experience preferred
• Demonstrated accuracy in 10-key data entry and invoice review
• Proficiency in Microsoft Excel (required), including the ability to sort and filter data, utilize formulas such as VLOOKUP/XLOOKUP and SUMIF, and manage structured spreadsheets
• Working knowledge of QuickBooks
• Ability to manage deadline-driven workflows with strong attention to detail

Preferred Qualifications:

• Utility billing or multifamily housing industry experience
• Experience with EnergyCAP or similar utility expense management systems
• Familiarity with vendor portal navigation and ACH payment platforms

Core Competencies:

• Attention to Detail: Ability to identify discrepancies and prevent payment errors
• Time Management: Ability to manage workload efficiently in high-volume cycles
• Analytical Skills: Comfortable researching and resolving exceptions
• Organizational Skills: Maintains structured documentation and payment records
• Computer Literacy: Proficient in Excel and web-based payment systems
• Confidentiality & Integrity: Handles sensitive client and financial data responsibly
• Communication Skills: Clear and professional communication with internal teams and vendors
• Adaptability: Able to adjust to changing client requirements and payment systems
• Problem-Solving: Identifies root causes of payment issues and escalates when necessary
• Basic Math Skills: Proficiency in reviewing totals, credits, and invoice amounts

Physical Demands:

 The physical demands described below are representative of those required to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform these essential functions.

While performing the duties of this role, the employee is regularly required to communicate verbally and in writing. The employee frequently uses hands and fingers to operate a computer, keyboard, calculator, and other office equipment, and may reach with hands and arms as needed.

The employee may occasionally lift and/or move items up to 10 pounds (e.g., files or office supplies). Specific vision abilities required include close vision, distance vision, and the ability to adjust focus for extended periods of computer-based work.

Work Environment: 

The work environment characteristics described below are representative of those encountered while performing the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform these essential functions.

This position primarily operates in a professional office environment. The noise level is typically minimal to moderate.