Accounts Payable and Administration Specialist

Job Description

A property management company specializing in residential rental real estate is seeking a detail-oriented and proactive Accounts Payable and Administration Specialist to manage the company’s day-to-day payables process. The ideal candidate will be responsible for general administrative support, entering and processing all incoming bills, scheduling payments, and ensuring that all invoices are paid accurately and on time.

Responsibilities:

• Enter all incoming vendor bills into Buildium with correct coding and supporting documentation.
• Schedule and process payments via check, ACH, or other approved methods.
• Track due dates and prioritize payments to ensure timely disbursement and avoid late fees.
• Run weekly and monthly AP reports to track outstanding bills and upcoming due dates.
• Communicate with vendors regarding payment status and resolve any billing discrepancies.
• Maintain organized digital records of all invoices, payments, and vendor communications.
• Collaborate with internal teams to verify invoice approvals and budget alignment.
• Provide administrative support including filing, document preparation, scanning, and responding to emails.
• Assist with maintaining organized records of contracts, leases, and legal documents.
• Other duties as assigned

Qualifications:

• 1+ years of experience in accounts payable or general accounting.
• Familiarity with Buildium or other property management/accounting platforms is a plus.
• Notary Public certification is a plus and will be necessary for the position.
• Strong attention to detail and organizational skills.
• Proficient in Microsoft Excel and Google Workspace.
• Ability to prioritize tasks and meet deadlines with minimal supervision.
• Excellent communication and problem-solving skills.