Property Accountant

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.

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