Accounts Payable Associate

Accounts Payable Associate

Company Overview

Our client is an established real estate investment, ownership, and management organization with a substantial portfolio of properties and related operating entities.

The organization provides exposure to multiple property types and a variety of accounting activities, creating an environment that offers broader experience than traditional single-property accounts payable.

Location, Compensation & Benefits

• Chicago, IL (The Loop) | fully on-site
• 60k-70k base + discretionary annual bonus
• Comprehensive benefits package

Position Overview

• The Accounts Payable Specialist will support the day-to-day accounts payable function across a diverse portfolio of real estate properties and related operating entities.
• This individual will review and process invoices, maintain accurate vendor information, coordinate approvals, prepare payments, research discrepancies, and ensure expenses are properly assigned across properties, entities, general ledger accounts, and projects.
• The position will work closely with accounting, property management, and project teams while gaining exposure to broader accounting processes associated with a multi-property real estate portfolio.

Key Responsibilities

• Review incoming invoices for completeness, accuracy, authorization, and supporting documentation
• Assign expenses to the appropriate entity, property, general ledger account, department, and project
• Enter and maintain payable transactions within the company's accounting system
• Coordinate invoice approvals with property managers, accounting personnel, project teams, and other internal stakeholders
• Prepare recurring payment batches and support approved disbursement processes
• Maintain vendor records and assist with onboarding new vendors, including required tax and payment documentation
• Research duplicate invoices, incorrect charges, payment discrepancies, missing approvals, and other exceptions
• Respond to vendor inquiries regarding invoices, balances, payments, and account discrepancies
• Reconcile vendor statements against internal records and investigate differences
• Process expenses associated with repairs, maintenance, utilities, property operations, and other recurring costs
• Support accounting for construction, tenant improvements, and capital expenditures
• Maintain appropriate project and expense coding for property-level initiatives
• Support month-end close by identifying outstanding invoices, researching unrecorded expenses, and assisting with accruals
• Provide invoice and payment documentation for financial reporting, audits, and other accounting activities
• Maintain organized electronic records for invoices, approvals, payments, and vendor documentation
• Partner with accounting personnel to resolve general ledger coding questions and correct transactions when necessary
• Identify opportunities to improve invoice processing, approval workflows, vendor communication, and AP efficiency
• Provide additional accounting support as business needs evolve

Qualifications

• Approximately 2+ years of accounts payable, accounting, bookkeeping, or related experience preferred
• Previous experience within real estate, property management, construction, hospitality, or another multi-entity environment is beneficial
• Familiarity with property-level accounting is preferred
• Experience processing invoices across multiple properties, entities, departments, or cost centers is valuable
• Working knowledge of general ledger coding and basic accounting principles
• Comfortable reviewing invoices and determining appropriate expense classifications
• Experience with construction invoices, job costing, tenant improvements, or capital projects is beneficial
• Familiarity with vendor setup, tax documentation, payment processing, and vendor statement reconciliation
• Experience supporting month-end accounting activities or accruals is a plus
• Experience with property accounting or ERP systems preferred
• Strong Microsoft Excel skills and comfort working with accounting data
• Highly organized with the ability to manage a large volume of invoices and competing deadlines
• Strong attention to detail and ability to identify discrepancies
• Comfortable communicating with vendors and internal stakeholders
• Strong problem-solving skills and willingness to investigate issues rather than simply process transactions
• Dependable, responsive, and capable of taking ownership of assigned responsibilities