Accounts Payable Specialist | On-Site | Full-Time

Job Description

Job Description

Castle Management is seeking a highly organized, detail-oriented  Accounts Payable Specialist to manage high-volume, full-cycle AP processing across a diverse commercial and residential property portfolio. This is an on-site role for a deadline-driven professional who takes pride in accuracy, vendor relationships, and keeping financial operations running smoothly.

The ideal candidate brings hands-on experience with  Yardi Voyager and  PayScan , strong reconciliation instincts, and a collaborative approach to working across teams.

What You'll Do

Invoice & Payment Processing

• Match invoices to supporting documentation; code to the correct G/L and property; enter into the payable system for approval and payment
• Process A/P mail and email daily; ensure all invoices meet billing protocols and are paid on time
• Process tenant security deposit refunds accurately and on schedule

Workflow & Account Management

• Monitor and manage invoice approval queues; ensure efficient movement through PayScan workflows
• Reconcile credit accounts and prepare account analyses as needed
• Analyze Trust Account cash balances by owner; coordinate cash calls with the Bookkeeper as required
• Track and manage special project invoices and expenses

Vendor & Compliance Management

• Maintain and update vendor records in Yardi, including certificates of insurance and W-9 forms
• Prepare 1099 Miscellaneous and Form 542 as required
• Respond promptly to inquiries from vendors, Portfolio Managers, and Resident Managers

Administrative Support

• Maintain organized A/P files
• Provide general administrative support including scanning, photocopying, and document distribution
• Other duties as assigned

What You Bring

• Experience: Comprehensive A/P experience with a solid understanding of full-cycle AP workflows; property management experience strongly preferred
• Technology: Proficiency in Yardi Voyager and PayScan preferred
• Speed & Accuracy: Minimum 45 WPM typing; minimum 10,000 keystrokes/hour data entry
• Soft Skills: Strong attention to detail, excellent verbal and written communication, customer-service orientation, and a reliable team-player mindset
• Work Style: Comfortable in a fast-paced, high-volume, deadline-driven environment; able to work independently and collaboratively

Education & Experience

Associate's or Bachelor's degree; OR 3+ years of related AP experience; OR an equivalent combination of education and experience.

Additional Details

• Schedule: Monday–Friday, on-site (no remote work available)
• Physical Requirements: Must be able to sit, stand, walk, and occasionally lift up to 25 lbs.
• Work Environment: Open office with moderate noise level

Castle Management is an equal opportunity employer. We value accuracy, integrity, and team collaboration in everything we do.

Castle Management is a property management company located in San Ramon, CA. Founded in 1986, Castle Management has been helping rental property owners in the Bay Area succeed for decades.

Company Description

Castle Management is a property management company located in San Ramon, CA. Founded in 1986, Castle Management has been helping rental property owners in the Bay Area succeed for decades.