Accounts Payables Coordinator

Position Purpose:

Works in a high volume, fast paced environment touching most facets of the Accounts Payable division, principally the validation of vendor credentials and processing of invoices from receipt and proper input into the accounting software. Responsible for creating and maintaining a current vendor database for all our communities and updating any required documents required for identification and proper payment. Serves as the liaison with vendors, property managers, and management whenever necessary. This position requires a large degree of attention to detail, as payments are issued from a high volume of vendors.

Primary/Essential Duties and Responsibilities:

• Manage receipt, validation, and setup of all new vendor accounts.
• Maintain a database of current vendor records, including current contact, billing, COI, and W-9 information, to ensure timely payment processing and year-end 1099 preparation.
• Maintain the AP email inbox by accurately processing invoices and responding to inquiries as appropriate.
• Communicate via phone, email, and letters regarding deficient or expired paperwork. Work with managers and vendors to keep records up to date.
• Provide regular reporting to management on non-compliant or expired vendors to ensure timely payment processing.
• Respond to phone calls and emails regarding vendor inquiries and payment status.
• Open and process all mail received daily. Separate invoices, scan all invoices received the same day, forward past-due invoices to the Accounting Manager, and immediately route insurance invoices to the Compliance Coordinator.
• Process physical checks and prepare outgoing mail daily.
• Attach drafted utility invoices to the appropriate records. Research missing drafts and contact vendors to obtain accurate invoices for attachment.
• Print, prepare, and mail vendor checks daily.
• Assist with ACH setup and utility requests, serving as the liaison for utility requests submitted by Property Managers. Validate all requests through phone verification.
• Set up service provider accounts in the system to streamline accounts payable automation.
• Assist the Accounts Payable team, primarily during the first two weeks of each month, to ensure all invoices are processed within two business days of receipt.
• Assist with the annual processing of 1099s for all vendors.
• Review, validate, and process a high volume of insurance invoices, ensuring accuracy in approvals and supporting documentation.
• Communicate with insurance carriers to resolve discrepancies, request missing documentation, and confirm billing details.
• Serve as the primary point of contact for insurance agents regarding payment status, required documentation, and invoice-related questions, ensuring timely and professional follow-up.
• Maintain accurate records and ensure all entries meet audit and compliance standards.
• Research and resolve invoice variances, duplicate charges, and insurance policy-related billing issues.
• Perform other accounting and clerical duties as assigned.

 Required Skills:

• Attention to Detail — Demonstrates exceptional accuracy when processing high-volume invoices across multiple communities.
• Communication Skills — Strong written and verbal communication skills, with the ability to interact professionally with insurance agents, managers, vendors, board members, and internal teams.
• Time Management — Effectively prioritizes multiple deadlines and manages competing responsibilities across several associations.
• Technical Proficiency — Proficient in Accounts Payable systems, ERP platforms, Microsoft Excel, and other business software applications.
• Problem-Solving — Analyzes invoice discrepancies, identifies root causes, and implements timely, effective resolutions.
• HOA and Property Management Knowledge — Familiarity with homeowners association (HOA) operations, governing documents, insurance billing, and property management processes is preferred.

Knowledge Requirements:

• High school diploma required
• Administrative and strong organizational skills
• At least 3 years relevant experience with Accounts Payable or similar. Associated degree preferred or comparable experience.
• Excellent computer skills, hands-on experience with spreadsheets and accounting software
• Good customer service skills for internal and external customers.
• Team player, ability to work overtime based on business demand

Physical Demands & Work Environment:

• This job is considered an in-office position and requires fulltime, onsite work.
• This job operates in a clerical, office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
• This is a largely sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets, and bend or stand on a stool as necessary.