Accounts Payable Specialist (Multi-Family) in Orlando, Florida at River View Companies
Job Description
Accounts Payable Specialist
Position Title: Accounts Payable Specialist
Reports To: Controller
Work Arrangement: On-site. Regular, in-person attendance at the employee’s assigned community, office, or other designated Company location is an essential function of this position. This position is not eligible for a remote or hybrid work arrangement, except where otherwise required by applicable law or approved by the Company as a reasonable accommodation.
Position SummaryThe Accounts Payable Specialist is responsible for processing and maintaining accurate accounts payable records for a portfolio of multifamily, affordable housing, commercial, and corporate entities. This position ensures vendor invoices are processed accurately and timely, maintains vendor relationships, supports month-end and year-end accounting activities, and ensures compliance with company policies, internal controls, and financial reporting requirements.
Key ResponsibilitiesAccounts Payable Processing
- Review, code, and process vendor invoices for multiple properties and corporate entities.
- Verify invoices for accuracy, proper approvals, account coding, and supporting documentation.
- Enter invoices into the accounting system accurately and timely.
- Process check runs, ACH payments, wire transfers, and other approved payment methods.
- Ensure vendor payments are made in accordance with contractual terms and company policies.
- Maintain organized electronic and hard-copy accounts payable records.
Vendor Management
- Establish and maintain vendor accounts.
- Obtain and maintain W-9 forms, certificates of insurance, and required vendor documentation.
- Respond to vendor inquiries regarding invoice status and payment information.
- Resolve invoice discrepancies with vendors, property management teams, and corporate departments.
- Reconcile vendor statements and investigate outstanding balances.
- Ensure vendor compliance with company procurement requirements.
Property & Corporate Accounting Support
- Process invoices for operating expenses, utilities, payroll-related expenses, capital projects, and corporate overhead.
- Coordinate invoice approvals with Property Management and department leaders.
- Ensure expenses are coded correctly to the proper property, department, and general ledger account.
- Assist with utility invoice management and tracking.
- Support acquisitions, dispositions, and management transitions by coordinating outstanding payables.
Financial Controls
- Ensure compliance with company accounting policies and internal controls.
- Review invoices for duplicate payments and coding accuracy.
- Maintain proper segregation of duties and approval workflows.
- Assist with internal and external audit requests.
- Maintain accurate vendor payment records for tax reporting and financial audits.
Month-End & Year-End Close
- Assist the Controller with month-end and year-end close activities.
- Ensure invoices are recorded in the correct accounting period.
- Prepare accounts payable accrual information.
- Reconcile accounts payable aging reports.
- Assist with annual audits, 1099 preparation, and financial reporting schedules.
Reporting & Administration
- Prepare and review weekly, monthly, quarterly, and annual accounts payable reports.
- Maintain accurate vendor files and payment documentation.
- Review outstanding invoices and aging reports.
- Monitor invoice approval workflow and payment status.
- Maintain electronic document retention in accordance with company policies.
Responsible for the timely preparation and maintenance of reports including, but not limited to:
- Accounts Payable Aging Reports
- Invoice Processing Reports
- Check Register Reports
- ACH and Wire Payment Reports
- Vendor Payment Reports
- Outstanding Invoice Reports
- Vendor Statement Reconciliation Reports
- Utility Payment Reports
- Capital Expenditure Payment Tracking Reports
- Accounts Payable Accrual Reports
- Open Purchase Order Reports
- 1099 Vendor Reports
- Expense Coding Reports
- Audit Support Documentation
Systems & Technology
- Utilize accounting and property management software including RealPage, Yardi, MRI, or similar accounting platforms.
- Maintain accurate vendor, invoice, and payment data.
- Support software implementations, upgrades, and accounting process improvements.
- Utilize Microsoft Excel and reporting tools for reconciliations and financial analysis.
- Recommend process improvements to increase efficiency and accuracy within Accounts Payable.
- Associate's degree in Accounting, Finance, Business Administration, or a related field preferred, or equivalent experience.
- Minimum of two years of accounts payable or accounting experience.
- Experience in multifamily property management or real estate accounting preferred.
- Strong understanding of accounts payable procedures and general accounting principles.
- Experience with RealPage, Yardi, MRI, or similar accounting software preferred.
- Proficiency in Microsoft Office, particularly Excel.
- Excellent attention to detail, organizational, analytical, and problem-solving skills.
- Strong communication and customer service skills.
- Ability to prioritize multiple deadlines while maintaining accuracy in a fast-paced environment.
Scan to Apply
Just scan this QR code to apply from your phone.
- Fast
- Easy
- Apply on the go