Property Accountant

Full-time

Description

Job Description - Property Accountant

Position Summary

The Accounts Payable Specialist is responsible for the accurate, timely, and compliant processing of accounts payable transactions across assigned properties and departments. This role supports invoice review, vendor payment processing, reconciliation activities, system maintenance, and recurring accounting functions while maintaining strong internal and vendor relationships.

Essential Duties and Responsibilities

Daily Responsibilities

• Approve Payscan invoices in accordance with company timelines and controls.
• Complete Positive Pay approvals daily and notify another accounting team member when unavailable to ensure coverage.
• Monitor and respond to department email inbox and incoming mail correspondence.
• Approve vendors within VendorCafe and respond to vendor inquiries and documentation requests.
• Maintain timely communication with internal teams and vendors regarding payment status and account questions.

Weekly Responsibilities

• Print and mail checks for all assigned properties.
• Maintain oversight of property accounts payable activity under AP Management and email the AP report to the Regional Manager as required.
• Review invoice submissions for completeness and accuracy prior to payment processing.

Monthly Responsibilities

• Perform bank reconciliations at the beginning of each month to ensure accuracy of financial records.
• Send vacant utility logs via email to Property Managers (Cc Operations and Controller) upon receipt of the majority of vacant electric bills.
• Enter spreadsheet-based invoices received from the CFO at the beginning of each month for prior-month posting.
• Assist with identifying and resolving missing recurring expenses (e.g., landscaping, pest control) using tracking reports provided after financial review.
• Review contract invoices (utilities, pest control, advertising, etc.) to confirm required service dates and contract month accuracy.

Quarterly Responsibilities

• Prepare and submit quarterly replacement reserve funding request.

Annual Responsibilities

• Support annual 1099 preparation and distribution processes.
• Complete business license renewal activities to maintain compliance.

Invoice Processing & Vendor Payments

• Process accounts payable transactions accurately and timely across assigned portfolios.
• Review invoice ledgers submitted by Property/Community Managers to validate coding, invoice numbers, vendor information, and supporting documentation.
• Ensure invoices are entered according to company expense classification standards and accounting procedures.
• Communicate discrepancies or required corrections to Community Managers, copying appropriate leadership as needed.
• Generate and review vendor aging reports to identify urgent payment needs or potential service interruptions.
• Match payments to invoices and supporting documentation to ensure payment accuracy.

Reconciliation & Financial Controls

• Perform monthly bank reconciliations and investigate discrepancies to maintain financial accuracy.
• Review vendor statements periodically to ensure account accuracy and timely resolution of outstanding balances.
• Enter payroll journal entries on a bi-weekly basis to support financial reporting.

Vendor Administration & System Maintenance

• Set up new vendors within Yardi and initiate VendorCafe invitations following receipt of required vendor documentation and Regional Manager approval.
• Request updated Certificates of Insurance from Property/Community Managers for vendors with expired coverage, utilizing system notifications during payable approvals.
• Maintain accurate vendor records and documentation within accounting systems.

Collaboration & Compliance

• Work closely with the Accounts Payable Manager and accounting team to ensure adherence to company policies, procedures, and internal controls.
• Support month-end close activities related to accounts payable functions.
• Maintain an organized and audit-ready workflow to ensure continuity of operations during absences.

Qualifications

• High school diploma required; Associate’s degree in Accounting, Finance, or related field preferred.
• 1–2 years of accounts payable or accounting support experience preferred.
• Knowledge of accounting principles and invoice processing practices.
• Proficiency with Microsoft Office and accounting software (Yardi preferred).
• Strong attention to detail, organization, and time management skills.
• Effective communication and customer service abilities.

Core Competencies

• Financial Accuracy & Detail Orientation
• Organization & Time Management
• Communication & Collaboration
• Accountability & Reliability
• Process Compliance