Accounts Payable Specialist

Job Description

Job Description

Position Summary

The Accounts Payable Specialist is responsible for the end-to-end accounts payable process for a diverse portfolio of commercial real estate, construction, and investment entities. This position ensures invoices are processed accurately and timely, vendor relationships are maintained professionally, and payment deadlines are consistently met.

The ideal candidate is highly organized, detail-oriented, and enjoys working collaboratively across departments to gather documentation, resolve discrepancies, and maintain efficient financial processes.

Essential Responsibilities

• Manage the full accounts payable cycle for multiple business entities from invoice receipt through payment.
• Review invoices for proper approvals, coding, supporting documentation, and compliance with company policies.
• Coordinate with project managers, property management, accounting, and other departments to resolve invoice questions and obtain required approvals.
• Enter invoices accurately into the accounting system.
• Prepare weekly payment batches including ACH, wire transfers, and check runs.
• Maintain vendor records including W-9s, banking information, and payment terms.
• Respond professionally to vendor inquiries regarding invoices and payment status.
• Reconcile vendor statements and resolve discrepancies promptly.
• Assist with monthly close by ensuring invoices are recorded in the appropriate accounting period.
• Support annual 1099 preparation by maintaining accurate vendor records.
• Maintain organized electronic filing and documentation supporting all accounts payable transactions.
• Recommend and implement process improvements that increase efficiency and strengthen internal controls.
• Assist with other accounting and administrative projects as assigned.

Qualifications

Required

• Associate's or Bachelor's degree in Accounting, Finance, Business Administration, or a related field preferred. Equivalent work experience may be considered.
• Minimum 2 years of accounts payable or related accounting experience.
• Strong organizational skills with exceptional attention to detail.
• Excellent written and verbal communication skills.
• Ability to prioritize multiple tasks while meeting deadlines.
• Strong documentation and recordkeeping skills.
• Proficiency in Google Suite and Microsoft Excel.
• Ability to work independently while collaborating effectively with multiple departments.

Preferred

• Experience working in a commercial construction, commercial real estate, or property management environment.
• Experience using Sage Intacct or other cloud-based accounting softwares.
• Experience processing invoices across multiple companies or legal entities.
• Understanding of job costing, purchase orders, and construction-related invoice processing.

Knowledge, Skills & Abilities

• High degree of accuracy and attention to detail.
• Strong customer service mindset when interacting with internal teams and vendors.
• Ability to identify issues proactively and work toward timely resolution.
• Comfortable working in a fast-paced environment with changing priorities.
• Maintains confidentiality and exercises sound professional judgment.
• Demonstrates integrity, accountability, and a commitment to continuous improvement.

Physical Requirements

• Ability to remain seated and work at a computer for extended periods.
• Occasionally lift or move items weighing up to 20 pounds.