Accounts Payable Specialist - Property Management

Description:

Description
Fortis Property Management
Accounts Payable Specialist
Department: Accounting / Finance
Reports To: Controller / Accounting Manager/CFO
FLSA Status: Non-Exempt

Position Summary:
The Accounts Payable Specialist is responsible for the accurate and timely processing of invoices, vendor payments, and financial transactions supporting property and corporate accounting operations. This role ensures compliance with company policies, maintains strong vendor relationships, and supports financial reporting accuracy across the organization.

Why Join Fortis Property Management?
At Fortis, our success is built entirely on the talent and dedication of people like you. We pride ourselves on cultivating a team of thoughtful, innovative, and driven professionals. We are deeply committed to your professional growth, actively promoting from within because we believe the leaders of tomorrow are working with us today.

Essential Duties & Responsibilities:
Invoice Processing & Payment Administration
Review, code, and enter invoices into the accounting system ensuring accuracy and appropriate approvals
Process weekly check runs and electronic payments for assigned properties and corporate entities
Print and distribute checks and support payment documentation as required
Monitor aging reports and ensure timely payment of vendor obligations
Vendor Management
Establish and maintain vendor records including tax documentation and insurance verification
Coordinate vendor onboarding and VendorCafe invitations as applicable
Respond to vendor inquiries and resolve payment discrepancies
Request updated Certificates of Insurance for expired vendor coverage
Daily Operational Tasks
Review and approve Payscan transactions
Complete Positive Pay approvals and coordinate backup coverage when unavailable
Manage department email inbox and incoming vendor correspondence
Support VendorCafe approvals and vendor-related questions
Monthly Accounting Support
Perform bank reconciliations at the beginning of each month
Enter spreadsheet-based invoices provided by internal stakeholders
Submit vacant utility logs to property management partners
Coordinate submission of utility billing data to third-party platforms
Assist in tracking missing recurring expenses such as landscaping, pest control, and other contracted services
Quarterly & Annual Responsibilities
Prepare replacement reserve request documentation as applicable
Support annual 1099 preparation and distribution
Assist with business license renewals and compliance documentation
Reconciliation & Record Accuracy
Perform account reconciliations and research discrepancies
Review vendor statements on a rotating basis to ensure completeness of recorded liabilities
Maintain organized financial documentation within accounting systems
Additional Responsibilities
Enter bi-weekly payroll journal entries
Support audit requests and financial documentation gathering
Participate in process improvement initiatives
Perform other accounting support duties as assigned
Qualifications
Education & Experience
Associate or Bachelor’s degree in Accounting, Finance, or related field preferred
2–4 years of Accounts Payable or accounting support experience preferred
Experience in property management or real estate accounting environment preferred
Technical Skills
Experience with accounting systems (Yardi preferred)
Proficiency in Microsoft Excel and Microsoft Office Suite
Familiarity with invoice workflow systems (e.g., Payscan) preferred
Competencies
Strong attention to detail and accuracy
Ability to manage multiple deadlines and priorities
Strong organizational and time management skills
Effective communication and customer service orientation
Ability to work independently and collaboratively
Work Environment
Primarily office-based environment
Standard business hours with occasional deadline-driven workload fluctuations
Benefits (Full-Time Employees)
Competitive compensation based on experience and qualifications
Medical, Dental, and Vision Insurance
Health Savings Account (HSA) options
401(k) retirement plan (eligibility per company policy)
Paid Time Off
Company-paid Holidays
Professional development opportunities
Career advancement within a growing organization
Employee Referral Bonus Program – Earn $1000 for referring qualified candidates who join the Fortis team.
Disclaimer
This job description is not intended to be all-inclusive. Duties, responsibilities, and activities may change at any time with or without notice. The company provides reasonable accommodations in accordance with the Americans with Disabilities Act (ADA).

This Property Management Company is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

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https://recruiting.paylocity.com/Recruiting/Jobs/Details/4562008