Accounts Payable Specialist
Industry: Real Estate / Multifamily Property Management
Systems: RealPage, OneSite, Microsoft Office Suite
Reports To: Controller / Accounts Payable Manager
Department: Accounting / Accounts Payable
Position Summary
The Accounts Payable Specialist is responsible for the accurate and timely processing of invoices, vendor payments, and related accounting transactions for a multifamily property management portfolio. This role requires a strong understanding of accounts payable processes, property management accounting, and vendor relations. The ideal candidate will have a minimum of 3–5 years of accounts payable experience, preferably within the multifamily real estate or property management industry, and hands-on experience with RealPage and OneSite or similar ERP.
The Accounts Payable Specialist will work closely with on-site property teams, regional managers, vendors, and the company’s accounting departments to ensure compliance with company policies and financial controls.
Essential Duties and Responsibilities
Accounts Payable Processing
- Review, verify, and process vendor invoices accurately and timely for portfolio properties and corporate entities.
- Match invoices to purchase orders, contracts, and approvals in accordance with company policies.
- Ensure proper account coding, property allocation, and general ledger classification.
- Enter and upload invoices into RealPage Financial Suite.
- Process recurring invoices and utility payments as required.
- Monitor invoice workflow queues to ensure timely approval and payment.
- Generate AP Aging Reports for review and distribution to accounting.
- Review security deposit documentation for completeness and compliance, work with property manager to resolve any issues.
- Bank/Mail runs, filing, copying, scanning, faxing, mail sorting as needed.
- Other duties as assigned.
Vendor Management
- Maintain vendor records, including W-9 documentation and insurance certificates to ensure accuracy and compliance.
- Respond to vendor inquiries regarding invoice status, payment information, and account reconciliations.
- Resolve invoice discrepancies and payment issues in collaboration with property managers and vendors.
- Maintain positive vendor relationships while ensuring compliance with established payment terms.
Payment Processing
- Prepare and process weekly check runs and electronic fund transfers.
- Review payment batches for accuracy and completeness before submission.
- Ensure payments are made within approved terms and company guidelines.
- Assist with stop payments, voids, and reissuance of checks when necessary.
Reconciliations and Reporting
- Review or prepare vendor statement reconciliations and assist in investigating outstanding items.
- Assist with month-end and year-end close activities related to accounts payable.
- Maintain accurate AP aging reports and follow up on outstanding issues.
- Support audits by providing documentation and reports as requested.
- Prepare and distribute AP reports for management review.
Compliance and Internal Controls
- Ensure compliance with company accounting policies, internal controls, and approval workflows.
- Maintain organized electronic and physical records of invoices, payments, and supporting documentation.
- Assist with annual 1099 preparation and reporting.
- Identify opportunities to improve AP processes and increase efficiency.
Required Qualifications
- Associate's degree in Accounting, Finance, Business Administration, or related field preferred; equivalent experience may be substituted.
- Minimum 3–5 years of Accounts Payable experience.
- Experience in multifamily property management, real estate, or related industry strongly preferred.
- Working knowledge of accounting principles and accounts payable best practices.
- Experience using RealPage and OneSite required or similar ERP.
- Experience processing high-volume invoices across multiple properties/entities.
- Proficiency in Microsoft Office Suite, particularly Excel.
Knowledge, Skills, and Abilities
- Strong attention to detail and accuracy.
- Excellent organizational and time management skills.
- Ability to prioritize multiple deadlines in a fast-paced environment.
- Strong analytical and problem-solving abilities.
- Effective verbal and written communication skills.
- Ability to work independently and collaboratively within a team.
- Knowledge of general ledger coding and financial reporting concepts.
- Ability to maintain confidentiality and handle sensitive financial information.
Preferred Qualifications
- Bachelor's degree in Accounting, Finance, or Business Administration.
- Experience with invoice automation systems and electronic workflow approvals.
- Knowledge of multifamily property accounting practices.
- Experience supporting portfolios with multiple communities and legal entities.
- Familiarity with 1099 reporting requirements and annual audit support.
Physical Requirements
- Ability to sit for extended periods while working on a computer.
- Occasional lifting of files and office materials up to 15 pounds.
- Ability to communicate effectively in person, by phone, and electronically.
Key Performance Indicators (KPIs)
- Invoice processing accuracy rate.
- Timeliness of invoice entry and payment completion.
- AP aging management.
- Vendor issue resolution turnaround time.
- Compliance with approval workflows and internal controls.
- Successful completion of month-end close AP activities.
Compensation
Competitive salary commensurate with experience, plus comprehensive benefits package.
Equal Opportunity Employer: We are committed to creating a diverse environment and are proud to be an equal opportunity employer.
Pay: $50,000.00 - $60,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Disability insurance
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
