Accounts Payable Coordinator

$24 / hour

 

Company

 

FirstService Residential leads the property management industry, with over 8,500 communities in the United States and Canada operating under our professional management services.

 

FirstService provides competitive salaries, top benefits, and career training, continually investing in our associates’ professional development, setting the bar for exceptional service. Our associates enjoy an inclusive work environment and a rich culture of collaboration and mutual respect.

 

Embark in a fulfilling career in property management with FirstService today.

 

Position Summary

 

The Accounts Payable Representative is a key member of the Accounting team. An Accounts Payable Representative is responsible for reviewing and approving invoices and for processing payments to clear outstanding invoices. This position is a high-volume work environment, requiring a high degree of accuracy while maintaining outstanding work speed.

 

Position Responsibilities

 

• Reviews and approves utility invoices prior to payment.
• Processes payments for all invoices using the AVID platform.
• Enters invoices as needed.
• Responsible for monitoring and clearing exception queues in the AVID platform.
• Prints and obtains signatures on all in-house accounts payable checks.
• Distributes signed checks as required.
• Assists with answering vendor inquiries.
• Assists with answering the AVID pay team inquiries.
• Works with property management and the accounting staff to resolve escalated invoice issues.
• Maintains all accounts payable reports, spreadsheets and corporate accounts payable files.
• Assembles and processes overnight payments to vendors.
• Assists with month-end financial close, as deemed necessary.
• Prepares analysis or audits of accounts, as required.
• Performs filing, scanning and copying.
• Sets up utility accounts for drafts, as necessary.
• Responsible for setting up new clients in the AVID platform as part of the property onboarding process.
• Responsible for the removal of client information from the AVID platform for terminating properties.
• Responsible for establishing new banking information for new property/client onboarding.
• Reviews monthly the assignment of access permissions based on staffing changes, updates accordingly.
• Responsible for the annual preparation of 1099s and the 1096 summary transmittal forms.
• Performs other duties as assigned.
• Regular and predictable attendance.

 

Operating Skills, Knowledge & Abilities

 

Education/Training:

 

Associate's degree (A. A) or equivalent from two-year accredited university strongly preferred. Minimum three (3) years of Accounts Payable experience in an automated platform environment. Experience in Property Management industry a plus.

 

Experience/Knowledge:

 

Computer literacy: well-developed computer skills with a high level of accuracy required. Excellent telephone manner with clear, concise and professional communication skills required. Must be detailed oriented and work as part of a team. Ability to multi-task and meet deadlines is a must. Excellent communication skills required.

 

Physical Requirements:

 

Frequent need (66% to 100% of time) to perform the following physical activities:

 

Example:

 

• Writing/typing - Corporate/inter-office, resident communications
• Grasping/turning - Telephone, doorknob use
• Finger dexterity - Operation of office equipment
• Lifting/carrying - Paperwork, deliveries, books, files, misc.)

 

Example:

 

• Over 25lbs. - Rare need (less than 1% of time)
• Between 10-25lbs. - Occasional need (1% to 33% of time)
• Less than 10lbs. - Frequent need (33% to 66% of time)

 

Vision Requirements:

 

• Frequent need (66% to 100% of time) to complete forms, read and review reports, wide variety of correspondence, view computer screen. Frequent need to see small detail.
• Frequent need (33% to 66% of time) to see things clearly beyond arm’s reach

 

Hearing Requirements:

 

• Frequent need (66% to 100%of time) to communicate over telephone and in person with vendors, corporate and resident staff, residents and prospects.

 

Speaking Requirements:

 

• Constant need (66% to 100% of time) to verbally communicate with home owners, vendors, and staff.

 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

DISCLAIMER: This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties and responsibilities to this job at any time.

 

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