The Accountant – Accounts Payable is responsible for the accurate and timely processing of invoices, vendor payments, and related financial transactions for a real estate company. This position supports the accounting department in maintaining organized, audit-ready AP records, managing vendor relationships, and ensuring that all payables are processed in accordance with company policies and internal controls. The ideal candidate is detail-oriented, dependable, and eager to build a career in real estate accounting.

 

Key Responsibilities

Invoice Processing & Payment Execution

• Receive, review, and code vendor invoices to the appropriate property, cost center, and general ledger account in accordance with the chart of accounts.
• Match invoices against purchase orders, contracts, and approved work orders; identify and resolve discrepancies prior to payment approval.
• Enter and post invoices into the accounting system (Yardi, MRI, AppFolio, or equivalent) accurately and within established processing timelines.
• Prepare weekly and bi-weekly payment runs including checks, ACH transfers, and wire payments; route for proper authorization prior to release.
• Ensure all invoices are approved by the appropriate property manager, project manager, or department head before payment is issued.
• Process utility payments, CAM reconciliation billings, property tax installments, mortgage payments, and other recurring property-level obligations on schedule.

 

Vendor Management & Communication

• Maintain a current and organized vendor database including contact information, payment terms, W-9s, and certificates of insurance.
• Serve as a primary point of contact for vendor payment inquiries; research and resolve payment disputes, short pays, and billing discrepancies in a professional and timely manner.
• Assist with new vendor onboarding, including obtaining required documentation such as W-9 forms, ACH authorization agreements, and insurance certificates.
• Monitor vendor statements and reconcile outstanding balances on a regular basis to ensure accounts remain current and accurate.

 

Recordkeeping & Filing

• Maintain organized digital and physical files for all invoices, payment confirmations, vendor contracts, and supporting documentation in accordance with document retention policies.
• Ensure all AP transactions are supported by complete and accurate backup documentation that is audit-ready at all times.
• Assist with month-end close by preparing AP aging reports, accrual schedules, and outstanding invoice summaries for review by the Controller.
• Reconcile AP sub-ledger to the general ledger on a monthly basis and investigate and resolve any variances.

 

Month-End Close Support

• Prepare and post accrual journal entries for invoices received but not yet processed at month-end.
• Assist with bank reconciliations by identifying and clearing outstanding AP-related items.
• Generate and distribute monthly AP aging reports to property managers and senior accounting staff.
• Support the Controller or Accounting Manager with any ad hoc reporting, analysis, or reconciliation tasks required during the close cycle.

 

Compliance & Internal Controls

• Process all invoices and payments in strict accordance with the company’s AP policies, approval authority matrix, and internal control procedures.
• Identify and flag duplicate invoices, unapproved expenditures, or payments that fall outside established thresholds for supervisor review.
• Assist with annual 1099 preparation and filing, ensuring all applicable vendors are identified and reported accurately and on time.
• Support internal and external audit requests by retrieving invoices, transaction detail, and supporting documentation as directed.

 

Cross-Departmental Collaboration

• Coordinate with property managers to obtain invoice approvals, resolve coding questions, and ensure property-level expenses are accurately captured.
• Work closely with the asset management and construction teams to process capital expenditure invoices and draw requests in accordance with approved budgets.
• Assist with the setup and tracking of vendor payment schedules for construction and renovation projects.
• Communicate proactively with team members regarding aging payables, cash requirements, and payment timing.

Qualifications

Required

• Associate’s or Bachelor’s degree in Accounting, Finance, Business Administration, or a related field; or equivalent combination of education and work experience.
• 3–5 years of accounts payable or general accounting experience; real estate or property management industry experience a plus.
• Working knowledge of accounts payable processes, general ledger coding, and basic accounting principles (debits, credits, accruals).
• Proficiency in Microsoft Excel (VLOOKUP, pivot tables, basic formulas) and Microsoft Office Suite.
• Experience with property management or accounting software (Yardi, MRI, AppFolio, QuickBooks, or similar) preferred.
• Strong attention to detail, organizational skills, and the ability to manage a high volume of invoices accurately and efficiently.
• Dependable and deadline-driven with a strong sense of urgency around month-end and payment run timelines.

 

Preferred

• Experience in commercial real estate, property management, or a multi-entity accounting environment.
• Familiarity with CAM reconciliations, property tax billing cycles, and lease abstracts as they relate to AP.
• Understanding of 1099 reporting requirements and year-end AP processes.
• Exposure to job cost accounting or project-based expense tracking.

Core Competencies

• Accuracy & Attention to Detail: Consistently produces error-free work in a high-volume, fast-paced environment.
• Organization: Able to manage multiple invoices, deadlines, and vendor relationships simultaneously without items being missed.
• Communication: Professional and clear in all written and verbal interactions with vendors, property managers, and internal team members.
• Integrity: Handles sensitive financial information with discretion and adheres to all internal controls and approval processes.
• Eagerness to Learn: Open to feedback, proactive in developing accounting knowledge, and motivated to grow within the organization.
• Team Collaboration: Works cooperatively with accounting colleagues and cross-functional departments to meet shared deadlines.

Work Environment

This is a fully remote position with standard business hours Monday through Friday. During month-end close and year-end periods, additional hours may be required to meet reporting deadlines. The role requires reliable internet connectivity, a dedicated and professional remote workspace, sustained computer use, data entry, and regular communication with vendors and internal stakeholders via phone, email, Zoom, Microsoft Teams, or similar collaboration platforms.



Remote Work Requirements
1. Must have a reliable high-speed internet connection and backup connectivity option.
2. Must have access to a quiet and professional work environment suitable for remote collaboration and meetings.
3. Ability to work independently, manage time effectively, and maintain productivity in a remote setting.
4. Comfortable using remote communication and project management tools such as Zoom, Microsoft Teams, Slack, ClickUp, or similar platforms.
5. Availability to work within the company’s designated business hours and attend virtual meetings as required.