Accounts Payable Coordinator

Description:

About Tavistock US (TUS)

Tavistock US (TUS) is the corporate shared services arm of Tavistock Group, supporting a diverse portfolio of businesses across real estate development, hospitality, and operating assets. Based in Lake Nona (Orlando, FL), TUS partners closely with our affiliated divisions to provide enterprise-wide support in areas such as Finance & Accounting, HR/People Operations, Legal, IT, Marketing, and Procurement. Our team works in a fast-paced, collaborative environment with high visibility across the organization helping leaders execute on strategic priorities while building scalable systems and processes that serve the broader Tavistock portfolio.

SPECIFIC DUTIES AND RESPONSIBILITIES

• Matching overhead and operations invoices to the correct PO
• Managing, reviewing, coding, and entering overhead invoices for several entities, within the organization
• Creating and maintaining appropriate files to electronically store payable support material for printing checks and obtaining the necessary approvals for invoices and disbursements
• Matching pay requests to the correct contract, while ensuring that payable amounts do not exceed contract or budget limits and if they do, suspending payment until proper approvals are secured
• Working across multiple companies with the applicable project approvers and project administrators to ensure invoices are coded correctly and are approved in a timely manner
• Manage all development project invoices in Bottomline throughout the invoice approval process, including re-processing rejected invoices
• Handle vendor and contractor inquiries and relations regarding status of unpaid invoices
• Obtain W-9s from vendors as needed and maintain files of said materials
• Processing payments to vendors and contractors
• Manage the receipt, tracking and processing for new invoices
• Support the companys expense report processing efforts and be able to work effectively within the organizations Payable (Concur), Purchasing (Bottomline) and ERP (MRI) software platforms
• Assist with month end close processes and reconcile general ledger accounts as assigned
• Assist as needed within the department to help achieve departmental goals

POSITION QUALIFICATIONS

Competency Statement(s)

• Analytical Skills - Ability to use thinking and reasoning to solve a problem.
• Detail Oriented - Ability to pay attention to the minute details of a project or task.
• Communication, Oral - Ability to communicate effectively with others using the spoken word.
• Working Under Pressure - Ability to complete assigned tasks under stressful situations.
• Organized - Possessing the trait of being organized or following a systematic method of performing a task.
• Problem Solving Ability to resolve difficult or complicated challenges.

SKILLS & ABILITIES

Education: Bachelor's Degree preferred or comparable experience

Experience: Knowledge of real estate development industry preferred but not required

Computer Skills: Knowledge of Microsoft Office Suite required. Familiarity with Bottomline, Paymode, MRI, and Nexus preferred.

Essential physical requirements:

• Must be physically able to do assigned work as outlined above.
• Must be physically able to sit and use the computer for hours at a time
• Must be able to lift to 25 pounds
• Must be able to communicate in English effectively with other individuals
• Must be able to follow written and verbal instructions

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