Coordinator, AP (Hybrid Role- Based in Destin, Florida)

Fulltime Hybrid Opportunity- Based in Destin, Florida

 

Hourly rate range $16 - $17

 

Job Summary

 

Perform duties to conduct Accounts Payable activities for an assigned portfolio of associations and provide administrative support, working within the limits of prescribed routines.

 

Essential Duties & Responsibilities

 

• Review daily schedule to determine expenses to be paid for assigned associations. Review invoices to ensure they comply with organizational guidelines. Determine applicable general ledge account to be charged and ensure sufficient cash balance. Identify accounts with negative cash balances and communicate with Supervisor prior processing.
• Process invoices according to schedule and ensuring all entries are accurate and in compliance with system and company requirements. Gather and verify signatures, update status in system and print and prepare checks and supporting documentation for mailing. Make online and phone payments as necessary.
• Prepare and process recurring invoices for mandatory payments with no reminder or invoices and keep invoices in assigned location.
• Review schedule for approved Board of Director invoices and print checks according to cash availability. Update workflow status of approved check for the day.
• Process all printed checks and prepare those for mailing.
• Prepare all interoffice envelopes for checks selected “special handling” to ensure distribution to the Hub offices as well to Regional Directors and/or Property Managers.
• Facilitate all research items and issues that arrive from the field and/or customers related to Accounts Payable. Address research items assigned in the system or identify and forward research item to appropriate party.
• Prepare tax documents for vendors and IRS as necessary.
• Maintain records regarding Accounts Payables per the guidelines provided.

 

Additional Duties & Responsibilities

 

• Conduct business at all times with the highest standards of personal, professional and ethical conduct.
• Perform or assist with any operations as required to maintain workflow and to meet schedules. Notify supervision of unusual equipment or operating problems and the need for additional material and supplies.
• May participate in any variety of meetings and work groups to integrate activities, communicate issues, obtain approvals, resolve problems and maintain specified level of knowledge pertaining to new developments, requirements, policies, and regulatory guidelines.
• Ensure all safety precautions are followed while performing the work.
• Follow all policies and Standard Operating Procedures as instructed by Management.
• Perform any range of special projects, tasks and other related duties as assigned.

 

Supervisory Responsibility

 

No supervisory responsibility.

 

Education & Experience

 

Must have a High School diploma or its equivalent and one to three years of functional experience in Accounts Payable; or equivalent combination of education and experience. Associate degree in Accounting/Business or related field from an accredited college or university preferred but not required.

 

Knowledge, Skills & Proficiencies

 

• Strong organization, motivation and interpersonal skills.
• Critical thinking, complex problem solving, judgment and decision-making abilities.
• Strong verbal and written communication skills.
• Must have a strong work ethic and be detail-oriented with excellent organizational and multitasking skills.
• Must have strong proficiency in Windows and Microsoft Office, including but not limited to word processing, spreadsheet design and maintenance, navigating in databases, creating presentations, record keeping and researching the Internet.
• Strong presentation skills.
• Ability to work with sensitive or confidential information.
• Ability to meet deadlines and work well under pressure.
• Ability to work well in a team environment as well as independently and be self-driven.

 

Tools & Equipment Used

 

Computer and peripherals, standard and customized software applications and tools, and usual office equipment.

 

Physical Requirements/Working Environment

 

This position works under usual office conditions. The employee is required to work at a personal computer as well as be on the phone for extended periods of time. Must be able to stand, sit and walk. The incumbent must be able to work extended and flexible hours and weekends as needed. Physical demands include ability to lift up to 10 lbs.

 

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.

 

Travel

 

Work involves no or minimal travel.

 

Disclaimer

 

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. 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.