Accounting Coordinator

Summary of Position 

The Accounting Coordinator is responsible for supporting day-to-day accounting operations, including accounts payable, vendor onboarding and coordination, financial documentation, and month-end close activities. This position serves as the primary liaison between ARTISAN's internal teams and outsourced accounting partner, ensuring accurate information, timely approvals, and efficient accounting processes.

An exceptional Accounting Coordinator is detail-oriented, organized, and proactive in managing competing priorities. This position works closely with the Controller, internal departments, vendors, and outsourced accounting partners to maintain accurate financial records, resolve issues, and support the overall efficiency and accuracy of ARTISAN's accounting operations.

Principal Accountabilities  

• Coordinate accounts payable processing with the outsourced accounting partner, ensuring accurate invoice coding, proper documentation, timely approval routing, and preparation of payment runs for management review and authorization.
• Process urgent check requests, coordinate in-office check preparation, and facilitate timely delivery of payments as needed.
• Work under the direction of the Controller to execute day-to-day cash management activities, including internal fund transfers, lender draws, wire transfers, escrow transactions, and investor distributions.
• Collaborate with Construction Management and Asset Management to coordinate payments for capital improvements and renovation projects, ensuring alignment with project funding, available cash, and draw schedules.
• Coordinate vendor payments across multiple systems, including the Property Management System (PMS) for invoice processing, Vendor Credentialing for compliance verification, and AvidXchange for payment execution.
• Serve as a primary point of contact for vendors regarding invoice submissions, payment status, and accounting inquiries, ensuring timely communication, resolution of issues and verification of vendor compliance prior to payment processing. Collaborate with the third-party accounting partner as needed.
• Maintain accurate vendor records, including W-9 forms, payment information, addresses, contact information, and other required documentation.
• Coordinate vendor account updates, payment method changes, and banking information updates in accordance with established verification procedures and internal controls.
• Collect and organize invoices, banking records, transaction documentation, and supporting materials required by the outsourced accounting partner.
• Support general accounting activities, including researching transactions, assisting with reconciliation inquiries, and coordinating journal entry requests and other accounting questions with the appropriate team members.
• Assist with month-end close by tracking outstanding items, following up on approvals, and coordinating documentation to ensure established reporting deadlines are met.
• Maintain organized and accurate accounting records, including documentation related to audits, insurance, licensing, and financial compliance.
• Identify inefficiencies in accounting workflows, systems, and reporting processes, and collaborate with the accounting team to implement improvements.
• Monitor accounting activities for discrepancies, unusual transactions, and processing delays, proactively escalating concerns to the Controller for review and resolution.
• Coordinate with ARTISAN team members and department leaders to resolve invoice coding questions, obtain required approvals, and ensure timely processing of financial transactions.
• Support the implementation and consistent application of accounting policies, internal controls, and established financial procedures.
• Assist with additional accounting and administrative responsibilities as organizational needs evolve.
• Represent the company in a professional manner at all times.
• Perform other related duties and responsibilities as needed.

Requirements 

• Minimum of 2 years of accounting, accounts payable, or related financial operations experience.
• Associate's or bachelor's degree in Accounting, Finance, or a related field, or equivalent professional experience.
• Strong computer proficiency, including Microsoft Office, Microsoft Excel, electronic communications, and accounting or enterprise resource planning (ERP) systems.
• Strong organizational skills, attention to detail, and ability to manage multiple priorities and deadlines.
• Excellent written and verbal communication skills with the ability to effectively coordinate with vendors, internal departments, and external accounting partners.
• Ability to identify discrepancies, research accounting questions, and escalate issues appropriately.
• Ability to work independently, adapt to changing priorities, and learn new systems and responsibilities.
• Demonstrated commitment to accuracy, confidentiality, and adherence to established accounting procedures and internal controls.
• Experience in multifamily real estate, property accounting, or investment accounting preferred.
• Experience with Realpage or AvidXchange accounting software preferred.
• Experience coordinating with outsourced accounting providers or shared-services teams preferred.
• Experience supporting bank reconciliations, vendor payment processing, and month-end close activities preferred.