Accounts Payable Specialist

Key Responsibilities

• Process and enter vendor invoices for multiple associations in the accounting system
• Review invoices for accuracy, proper coding, and required approvals
• Match invoices to contracts, purchase orders, or work orders when applicable
• Prepare and process weekly check runs and electronic payments
• Ensure timely payment of recurring expenses (utilities, management fees, service contracts, etc.)
• Maintain accurate vendor records, including W-9s and payment information
• Respond to vendor inquiries regarding payments, statements, and discrepancies
• Reconcile vendor statements and resolve outstanding issues
• Assist with month-end closing tasks related to accounts payable
• Ensure compliance with company policies, association budgets, and internal controls
• Support audits by providing documentation and explanations as requested
• Communicate effectively with community managers, board members, and vendors
• Maintain organized digital and physical records for all payable transactions
• Review accounts payable reports for accuracy prior to month-end financial preparation and ensure all invoices are properly recorded in the correct accounting period
• Assist with preparation of month-end financials by confirming payables, accruals, and vendor balances are accurate for financial reporting

Required Qualifications

• High school diploma or equivalent required; associate degree in accounting or finance preferred
• 2 years of accounts payable or general accounting experience preferred
• Strong attention to detail and accuracy
• Ability to manage deadlines and prioritize tasks in a fast-paced environment
• Proficiency with accounting software and Microsoft Excel
• Strong organizational and communication skills