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Accounts Payable Manager

Doral, FL Full-Time
$75,000.00 - $80,000.00 / year
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Schedule: Full-Time; 8:30am-5:30pm
 
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.
 
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 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. 
 
As Needed
  • 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.
  • 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 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 as to the reason why the OT was incurred.
 
Monthly:
  • 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
 
Quarterly
  • Review Property Assignment to insure 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 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
  • Process 1099s
 
 

Job Requirements
  • 2-3 years’ accounts payable supervisory experience
  • Working knowledge of MS Office programs
  • Detail oriented and 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
 
Position Supervision
  • 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.
 

Recommended skills

Scheduling
Emergency Handling
Accounts Payable
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Management

Location

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$78K
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Accounts Payable Manager
$75,000.00 - $80,000.00 / year
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