Accounts Payable Specialist

 About Penbrothers 

Penbrothers is an HR & remote talent management partner and one of the fastest-growing companies in the Philippines. We provide talented Filipinos with global opportunities in high-growth startups and dynamic companies, from the comfort of their own homes.

 

About the Client

Our client is a U.S.-based, vertically integrated real estate investment, development, and operating company with a long-standing presence in the industry. The company has been involved in the development, acquisition, and operation of properties across multiple sectors, including self-storage, marinas, and multifamily real estate.

With a growing portfolio of properties across the United States, the organization manages its own operations while continuing to expand through new acquisitions and development projects. The company is headquartered in Charlotte, North Carolina, and has a strong focus on long-term growth, operational excellence, and continued investment in its real estate portfolio.

 

About the Role

The Accounts Payable Specialist is responsible for the accurate and timely processing of vendor invoices, payments, refunds, and accounts payable transactions across multiple operating entities. This role serves as a key point of contact for property management teams, vendors, and internal departments, ensuring invoices are processed efficiently, payments are issued accurately, and vendor accounts are maintained in accordance with company policies and financial controls.  

What you’ll do

Accounts Payable Processing

• Review, approve, and process vendor invoices through the company's AP workflow system.

• Monitor invoice queues and exception reports to resolve processing issues, duplicate invoices, coding discrepancies, and vendor inquiries.

• Manage vendor setup and maintenance, including collection and validation of required documentation.

• Process weekly payment runs, including checks, ACH, EFT, virtual card, and other electronic payments.

• Upload banking payment files and positive pay files as required.

• Research, void, and reissue payments when necessary.

• Review and resolve aged invoices, escalated items, and outstanding AP discrepancies.

• Coordinate monthly AP close activities and ensure invoices are posted within established accounting deadlines. 

• Vendor and Customer Support

• Serve as a primary contact for vendor payment inquiries and property management support requests.

• Manage AP-related email communications, including invoice, payment, and vendor correspondence.

• Process tenant refunds and assist with settlement-related payment activities.

• Follow up with vendors regarding outstanding credits and account reconciliations.

• Issue and manage support tickets with AP software providers and monitor resolution of open cases. 

Banking and Payment Administration

• Execute electronic payment uploads through banking platforms.

• Monitor and respond to bank fraud alerts and payment exceptions.

• Manage positive pay processes and payment security controls.

• Assist with establishing online payment access and maintaining banking payment settings.

• Support payment processing for utilities, taxes, construction vendors, and other recurring obligations. 

Utility and Vendor Administration

• Establish and maintain utility accounts for new locations and development projects.

• Coordinate utility service transfers and terminations.

• Monitor utility invoices and investigate missing or delayed billings.

• Maintain supplier settings and workflows within AP systems. 

Accounting and Compliance Support

• Partner with the accounting team to resolve AP-related reconciliations and month-end issues.

• Assist with annual 1099 reporting and other regulatory filing requirements.

• Support tax, real estate tax, and personal property tax payment activities.

• Maintain AP policies, procedures, and documentation to ensure strong internal controls and audit readiness.

• Embrace new technologies, automation tools, and system enhancements that improve efficiency and scalability.

 

What You Bring

• High School Diploma or equivalent required. 

• Associate's Degree or two-year college or technical school certificate preferred. 

• 3+ years of accounts payable experience, preferably in a multi-entity or high-volume environment. 

• Strong understanding of invoice processing, vendor management, payment processing, and AP controls. 

• Experience with ERP systems, AP automation platforms, and online banking portals. 

• Proficiency with Microsoft Excel and Microsoft Office applications. 

• Strong organizational skills with the ability to manage multiple priorities and deadlines. 

• Excellent customer service, communication, and problem-solving abilities. 

• High level of accuracy, attention to detail, and commitment to confidentiality.

Preferred Qualifications

• Experience with AvidXchange, Concur, Great Plains, or similar accounting and AP platforms.

• Experience supporting real estate, property management, storage, marina, or multi-location operations.

• Knowledge of ACH, EFT, positive pay, 1099 reporting, and vendor compliance requirements.

 

Our Hiring Process & AI Disclaimer: We use AI tools to streamline our application process—including an initial conversation with an AI Interviewer. All hiring decisions are made entirely by humans: our Talent Acquisition team guides your full candidate journey and makes all evaluation decisions.

You are welcome to use AI for CV refinement and research, but real-time AI assistance during interviews or skill assessments is strictly prohibited to ensure an authentic evaluation. 

Read our full AI Disclaimer to learn more

 

What You’ll Get

At Penbrothers, we are obsessed with creating positive employee experiences. Here you’ll find an environment that nurtures learning and provides opportunities for growth. You’ll have the opportunity to make an impact on fast-growing startups and dynamic companies. 

·   Meaningful work & Growth: We take every opportunity to stretch ourselves and deliver an excellent client experience. 

·   Employee as our biggest asset: We are genuinely invested in our people’s career and welfare.

·   Global reach & local impact: Get to work with high-growth startups and dynamic companies from the comfort of your own home. 

·   Powering global startups: We’ve created 1,400 Filipino jobs that empower global start-ups to focus on growth.