Job Type
Full-time
Description
The Accounts Payable Associate handles tasks outlined herein to assist the accounting department with daily property operations. Accounts Payable Associates are to establish and maintain a professional, service-oriented relationship with other associates, employees, clients, homeowners, vendors, and service providers.
Schedule
Business work week is Monday – Friday, 8:30 am to 5 pm (EST).
Primary Responsibilities
Invoice Processing
- Receive invoices by mail or email. Upload & send to Accounts Payable Software (Strong Room) for processing.
- Once invoice is scanned to Strong Room and populates:
- Check for duplicate invoices.
- Code & approve invoice.
- If rejected – check notes, make corrections, reapprove.
- For paperless invoices, retrieve invoice from Vendor site and scan to Strong room.
- Mark invoices as paid in Strong Room if payment is on autopay.
- If applicable, use management software (TOPS One) to create manual checks for payment.
Vendor Compliance
- Enroll new vendors in the Association Services Network (ASN) compliance software.
- Email vendor with enrollment information about ASN
- ASN will guide them on uploading COI, etc.
- Contact ASN for the vendor COI certificate, and upload COIs into TOPS One.
Customer Service
- Answer calls/emails regarding payments from association members, municipalities, vendors, fellow associates & employees. If necessary, transfer calls to the appropriate department or party.
Workers Compensation. Audits
- Complete Workers’ Compensation Audits in accordance with scheduled insurance renewals.
- For Audits:
- Pull Vendor COI (ASN).
- Payment history of the designated association (TOPS One).
- Email or fax over information Workers’ Compensation Administrator.
- Keep track of audit due dates, special requests, and other relevant information.
Training
- Spend 20% of time training new and current employees on A/P system procedures.
Requirements
- Must be able to perform diversified but semi-repetitive operations following standardized methods and procedures under changing conditions.
- Take initiative to act without prompting.
- Recognize and address problems quickly and decisively.
- Self-motivated with the ability to work with a "get it done" attitude.
- Must be able to use MS Office 2018 or later, particularly Excel and Word. Must be able to adapt to management software (TOPS, ASN, and Strong Room) being utilized by CPM.
- Knowledge of business correspondence, including rules of grammar, sentence structure, punctuation, and spelling.
- Interpersonal skills necessary to effectively interface with all levels of personnel and work in a team environment.
Salary Description
$1300-$1600/month
