Accounts Payable Specialist

Description

Job Title: Accounts Payable Specialist
Reports To: Controller
Employment Status: Hourly Full-Time or Part-Time

Company Overview:

MMG Management LLC is a dynamic and growing company in the property management industry, dedicated to creating a workplace where team members feel valued, heard, invested in, and appreciated. At MMG, we strive to uphold our mission statement by maintaining legal and ethical compliance while fostering a positive environment for both employees and all those we come in contact with.

Job Summary

  The Accounts Payable Specialist will be responsible for managing the day-to-day accounts payable functions, ensuring accurate and timely processing of invoices, vendor payments, and expense reports. This role plays a vital part in maintaining the financial integrity of MMG Management LLC by fostering strong vendor relationships and supporting internal stakeholders.

Key Responsibilities

1. Invoice Processing:

• Review, verify, and process invoices for payment in accordance with company policies and procedures.
• Ensure proper coding of expenses and approvals prior to payment.

1. Vendor Management:

• Establish and maintain positive relationships with vendors.
• Respond to vendor inquires promptly and resolve discrepancies efficiently.
• Monitor vendor accounts to ensure timely payments and to avoid late fees. 
• Maintain vendor records including contact information, payment preferences, and  

1. Payment Processing:

• Prepare and process electronic transfers, ACH payments, and check disbursements.
• Collaborate to resolve any issues related to vendor payments 
• Ensure payments are processed accurately and in a timely manner.

1. Reconciliation and Reporting:

• Reconcile vendor statements and resolve discrepancies.
• Assist with month-end closing, including AP reconciliations and accruals.
• Generate reports related to accounts payable, such as aging reports and payment summaries.

1. System Management:

• Utilize accounting software to manage AP processes and maintain accurate records.
• Assist in the implementation and improvement of AP systems and workflows.

1. Compliance and Documentation:

• Maintain proper documentation for all transactions, ensuring compliance with company policies and audit requirements.
• Support annual audits by providing requested AP documentation and reports.

Note

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.

Requirements

Education:

• High school diploma or equivalent required; associate's or bachelor's degree in accounting, finance, or related field preferred.

Experience:

• 2+ years of experience in accounts payable or a related accounting role, preferably in property management or multi-family housing.

Skills:

• Strong understanding of accounts payable processes and accounting principles.
• Proficiency in accounting software (e.g., Yardi, QuickBooks) and Microsoft Office Suite, particularly Excel.
• Exceptional attention to detail and organizational skills.
• Ability to prioritize and manage multiple tasks in a fast-paced environment.
• Excellent communication and interpersonal skills.

Working Conditions:

• Physical environment- The role requires working primarily at a desk, using a computer and other standard office equipment. This role can be remote, or in an office setting. Reference Appropriate Attire Policy for working in either setting. 
• Physical Requirements- Frequently required to sit for long periods of time. Occasionally required to lift or carry files, documents, or supplies (up to 25lb). Regular use of hand for typing, handling documents, and performing data entry. 
• Work Schedule: Standard business hours Monday through Friday 9:00am EST to 5:00pm EST. Occasional hours needed outside of standard schedule may be required during peak periods, such as month-end or year-end close out.   
• Travel: Minimal to no travel is required for this role
• Equipment and Supplies: Equipment such as a laptop and printer will be provided by MMG Management to be returned within 48 hours in the case of employment separation. Office supplies such as paper, ink, checks, envelopes, etc will be provided when requested. 
• Communication: Required to frequently communicate efficiently, accurately, and timely via email, phone, or specified applications with vendors and internal team members. 
• Other Considerations: Adherence to company policies, confidentiality, and ethical standards is mandatory.