Accounts Payable Assistant

Job Description

Job Description

About the Role:

The Accounts Payable Assistant plays a crucial role in maintaining the financial integrity and operational efficiency of our HOA Management company. This position is responsible for accurately processing and managing all vendor invoices, ensuring timely payments, and maintaining detailed records to support financial audits and reporting. The role requires close collaboration with internal departments and external vendors to resolve discrepancies and optimize payment processes. By managing accounts payable transactions efficiently, the assistant helps maintain strong vendor relationships and supports the overall financial health of the organization. This position contributes to the seamless flow of financial operations, enabling the company to focus on delivering exceptional real estate services.

Minimum Qualifications:

• High school diploma or equivalent required; Associate’s degree in Accounting, Finance, or related field preferred.
• At least 1-2 years of experience in accounts payable or a similar financial role.
• Proficiency with accounting software and Microsoft Office Suite, especially Excel.
• Strong attention to detail and organizational skills.
• Ability to handle confidential financial information with integrity.

Preferred Qualifications:

• Experience working in the HOA industry.
• Basic understanding of accounting principles and financial reporting.
• Excellent communication skills to interact effectively with vendors and internal stakeholders.
• Ability to multitask and manage time efficiently in a fast-paced environment.

Responsibilities:

• Process and verify vendor invoices, ensuring accuracy and compliance with company policies and contractual terms.
• Prepare and execute timely payments via check, ACH, or wire transfer while maintaining detailed payment records.
• Reconcile accounts payable transactions and resolve any discrepancies or issues with vendors and internal teams.
• Maintain organized and up-to-date accounts payable files and documentation to support financial audits and reporting requirements.
• Collaborate with procurement and property management teams to ensure proper authorization and coding of invoices.
• Assist in month-end closing activities related to accounts payable, including accruals and reporting.
• Respond promptly to vendor inquiries regarding payment status and resolve any payment-related issues.
• Support continuous improvement initiatives to streamline accounts payable processes and enhance accuracy.
• Other duties as assigned.

Skills:

The Accounts Payable Assistant utilizes strong organizational and analytical skills daily to ensure invoices are processed accurately and payments are made on time, which is critical for maintaining vendor trust and company cash flow. Proficiency in accounting software and Excel enables efficient data entry, reconciliation, and reporting, reducing errors and streamlining workflows. Communication skills are essential for resolving discrepancies and collaborating with vendors and internal teams to clarify invoice details and payment terms. Attention to detail ensures compliance with company policies and regulatory requirements, supporting audit readiness. Additionally, problem-solving skills help the assistant identify process improvements that enhance overall accounts payable operations.