Accounts Payable Manager

Summary/Objective

The accounts payable manager is responsible for managing the company accounts payable process and function in a professional and knowledgeable manner. This position directs and oversees the daily management of the accounts payable staff and processes associated with invoice payment, ensuring the accuracy of the entire process as it relates to vendor payment, processing purchase orders, receiving invoices and payment of invoices, and communication with buyers. This position ensures that company policies and procedures regarding accounts payable are adhered to.

KWPM Culture

As a team member of KW PROPERTY MANAGEMENT & CONSULTING, you are expected to understand and support the company's mission statement and practice our GREAT values every day. These values include but are not limited to greeting and smiling; showing respect with name recognition and eye contact; accepting the empowerment to exceed everyone's expectations and showing enthusiasm for your position and duties; being accountable to show a positive attitude and accountable for your actions; and be trustworthy in your duties and transparent in everything you do. Our GREAT values are part of your work practices and are expected as part of your daily activities while working at KW Property Management and Consulting.

 

Duties and Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

 

Continuous

• Train, supervise, and provide support to all AP Associates
• Make sure that payables are processed in accordance with A/P policy and procedures
• Evaluate projects continuously, evaluate deadlines, and re-prioritize
• Maintain KWPM Lynk documents and information for A/P Dept. Upload reports and schedules regularly.
• Update and follow AP Property Specifications without exception
• Ensure compliance with Company Policy as outlined in the Employee Handbook.

 

As Needed

• Complete the New Property setup and checklist prior to turning it over to the AP Associate: bank code template, recurring expense setup, meeting with the accountant who oversees the implementation, making sure the workflow is working, and referring to the new property checklist.
• Are there any cancellation notices? Are we paying late fees? Go to the root of the issue and correct with write-up.
• Work with the banking dept. on Nexus set-ups and changes
• Processing full payable cycle, including GL coding, vouching, & releasing payments. Must have experience dealing with a high volume of invoices at a high pace while ensuring accurate & timely payments.
• Gather all A/P documents for existing clients.
• Reconciling AP vendor accounts to vendor statements. Investigating and resolving any past due balances.
• Special Projects
• Assisting vendors/property managers/accountants with any concerns regarding payments

 

 

Daily

• Be alert to team member business attire. Address consistent issues with those that violate the dress code.
• Review the ticket system first thing in the morning. Re-assign tickets to meet the goals of the department.
• Close supervisor tickets or reassign as needed- Add/remove GL accounts, set up recurring vouchers, process stop payments/voids

Weekly

• Meet with Vendor Set-up Associate
• Every Monday, run AP Aging and determine if there are lingering invoices
• Run AP Invoice Edit List to address any unposted invoices
• Run Nexus reports to address invoices not moving along the Invoice Register
• Maintain weekly A/P workflow chart and report to DMs at the end of the week
• Approve Maintenance and Security Deposit Refunds by Thursday noon.

Every Other Week

• Review time cards and determine if there is a pattern of lateness, corrections, or any issues in which the supervisor needs to get involved.
• Keep track of overtime, if any, incurred by A/P Associates and be aware of the reason for the overtime.

Monthly:

• Conduct monthly AP Department meetings
• Select 3 properties by team member and audit the recurring expense schedule. To audit these, pull the check history and run the Invoice Summary report from Nexus to identify all recurring vendors, including credit cards, utilities, contracts, and insurance.
• Conduct Analytics on Audit Modifications (Ritz and KWPM): indicating Properties that require too much modification (two largest descriptions and invoice number) = individual training by Corporate Trainer, AP associate performance = additional training by AP Manager.
• Track AP Associate performance – keep track of errors, set timeframe for correction, verify that the performance was corrected
• Conduct Analytics of properties that do not have check runs every week – Are they creating emergency checks? Is there a pattern of late payments?
• Determine which associations have cash issues and ensure that the communication between AP and field is established to take care of issuing checks.
• Speak to AP associates to identify which property staff members require additional training on the AP Cycle, NexusPayables, and Vendor setup.
• Maintain and update NexusPayables Discussion Forum.
• Analyze the AP operating procedures and make recommendations to improve process and efficiency.

Quarterly

• Review Property Assignment to ensure properties are distributed evenly among AP Associates.

Semi-Annually

• Maintain and update AP forms

Annually

• Vendor clean up – ensure that all vendors not used for more than one year are removed from Nexus's favorites list. Inactivate any vendors in Jenark as needed.
• Maintain control of DBPR condo fee payments. A schedule should be created by November 1st of each year.
• Ensure all clients paid the annual corporate filing fee
• Evaluate vendor lists to ensure all vendors that should be 1099 vendors are properly identified
• Process 1099s

 

Competencies

• Financial Management.
• Project Management.
• Customer/Client Focus.
• Communication Proficiency.
• Technical Capacity.
• Collaboration Skills.
• Ethical Conduct.
• Stress Management/Composure.

 

Supervisory Responsibilities

This position manages all department employees and is responsible for the performance management and hiring of the employees within that department.

 

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment.

 

Physical Demands

The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully.

This is largely a sedentary role; however, some filing is required. The ability to lift files, open filing cabinets, and bend or stand on a stool as necessary would be required.

Position Type/Expected Hours of Work

This is a full-time exempt (salaried) position. Days and hours of work are Monday through Friday, 8:30 a.m. to 5:30 p.m. This schedule may change to accommodate the business needs of the company.”

 

Travel

Some travel will be required to attend company-sponsored meetings and trainings.

Required Education and Experience

• Minimum three years of high-volume A/P experience with at least two years of supervisory experience.
• Bachelor’s degree.
• Working knowledge of Microsoft Office (Word, Excel, and PowerPoint).
• Detail-oriented and must be able to multi-task
• Excellent communication and interpersonal skills
• Keyboarding ability with accuracy at 45-50 words a minute
• Proven ability and desire to work in a number-intensive environment
• Ability to work in a fast-paced, dynamic business environment
• Strong organizational, analytical, and research skills

 

Other Duties

Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time, with or without notice.

 

Receipt and Acknowledgement

The above statements are intended to describe the general nature and level of work being performed. It is not intended to be an exhaustive list of all responsibilities, duties, or skills necessary for this position. Specific responsibilities, duties, and/or skills may change anytime. Receipt of the position description does not imply or create a promise of employment nor an employment contract of any kind. I hereby acknowledge that I have read and understand this document.