Summary: The schedule of the position is between the business hours of 8:30 a.m. – 5:30 p.m. Also, there may be times when the supervisor is required to work additional hours. The responsibilities of the position include, but are not limited to the following, and are subject to change at management’s discretion.
Essential Duties and Responsibilities include the following. Other duties may be assigned to meet business needs.
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 and continuously evaluate deadlines and re-prioritize
Maintain documents and information for A/P Dept. Upload reports and schedules on a regular basis.
Update and follow AP Property Specifications without exception
Ensure compliance of Company Policy as outlined in Employee Handbook.
Complete New Property Set up and checklist prior to turning over to AP Associate– bank code template, recurring expense set up, meet with accountant who oversees the implementation, make sure the workflow is working, refer to 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 high volume of invoices at a high pace while ensuring accurate & timely payments.
Gather all A/P documents for exiting clients
Reconciling AP vendor accounts to vendor statements. Investigating and resolving any past due balances.
Assisting vendors/property managers/accountants with any concerns regarding payments
Be alert to team member business attire. Address consistent issues with those that violate the dress code.
Review 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
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 as to the reason why the OT was incurred.
Conduct monthly AP Department meetings
Select 3 properties by team member and audit recurring expense schedule. To audit these, pull the check history and running Invoice Summary report from Nexus to identify all recurring vendors, to include but not limited to: credit cards, utilities, contract, and insurance
Conduct Analytics on Audit Modifications: 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 in issuing checks
Speak to AP associates to identify who of the property staff requires additional training on AP Cycle, NexusPayables, Vendor Set-up
Maintain and update NexusPayables Discussion Forum
Analyze the AP operating procedures and make recommendations to improve process and efficiency
Review Property Assignment to insure properties are distributed evenly among AP Associates.
Maintain and update AP forms
Vendor clean up – ensure that all vendors not used for more than one year are taken off favorites list in Nexus. Inactivate any vendors in Jenark as needed.
Maintain control of DBPR condo fee payments. 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
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
Employee reports directly to Director of Accounting
We are a drug-free workplace. We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.
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