Accounts Payable Coordinator

About Tavistock US (TUS) 

Tavistock US (TUS) is the corporate shared services arm of Tavistock Group, supporting a diverse portfolio of businesses across real estate development, hospitality, and operating assets. Based in Lake Nona (Orlando, FL), TUS partners closely with our affiliated divisions to provide enterprise-wide support in areas such as Finance & Accounting, HR/People Operations, Legal, IT, Marketing, and Procurement. Our team works in a fast-paced, collaborative environment with high visibility across the organization helping leaders execute on strategic priorities while building scalable systems and processes that serve the broader Tavistock portfolio. 

SPECIFIC DUTIES AND RESPONSIBILITIES 

• Matching overhead and operations invoices to the correct PO 
• Managing, reviewing, coding, and entering overhead invoices for several entities, within the organization 
• Creating and maintaining appropriate files to electronically store payable support material for printing checks and obtaining the necessary approvals for invoices and disbursements 
• Matching pay requests to the correct contract, while ensuring that payable amounts do not exceed contract or budget limits and if they do, suspending payment until proper approvals are secured 
• Working across multiple companies with the applicable project approvers and project administrators to ensure invoices are coded correctly and are approved in a timely manner 
• Manage all development project invoices in Bottomline throughout the invoice approval process, including re-processing rejected invoices 
• Handle vendor and contractor inquiries and relations regarding status of unpaid invoices 
• Obtain W-9s from vendors as needed and maintain files of said materials 
• Processing payments to vendors and contractors 
• Manage the receipt, tracking and processing for new invoices 
• Support the company’s expense report processing efforts and be able to work effectively within the organization’s Payable (Concur), Purchasing (Bottomline) and ERP (MRI) software platforms 
• Assist with month end close processes and reconcile general ledger accounts as assigned 
• Assist as needed within the department to help achieve departmental goals 

POSITION QUALIFICATIONS  

Competency Statement(s)  

• Analytical Skills - Ability to use thinking and reasoning to solve a problem. 
• Detail Oriented - Ability to pay attention to the minute details of a project or task. 
• Communication, Oral - Ability to communicate effectively with others using the spoken word. 
• Working Under Pressure - Ability to complete assigned tasks under stressful situations. 
• Organized - Possessing the trait of being organized or following a systematic method of performing a task. 
• Problem Solving – Ability to resolve difficult or complicated challenges. 

SKILLS & ABILITIES  

Education: Bachelor's Degree preferred or comparable experience  

Experience: Knowledge of real estate development industry preferred but not required    

Computer Skills: Knowledge of Microsoft Office Suite required. Familiarity with Bottomline, Paymode, MRI, and Nexus  preferred.  

Essential physical requirements: 

• Must be physically able to do assigned work as outlined above.   
• Must be physically able to sit and use the computer for hours at a time 
• Must be able to lift to 25 pounds 
• Must be able to communicate in English effectively with other individuals 
• Must be able to follow written and verbal instructions