Accounts Payable Administrator

ROLE SUMMARY:

The Accounts Payable Clerk is responsible for the timely and accurate processing of supplier payments. The Clerk ensures approval processes are appropriately followed, data is correctly entered into the system of record, and payments are made in a timely manner to suppliers. This position reports to the Accounting Manager. 

ROLE RESPONSIBILITIES:

• Own the accounts payable process from the time a supplier invoice arrives at RMS to the time it is settled with the supplier
• Enter invoices into the system of record (Timberline, Yardi, hotel finance system, QuickBooks)
• File paper and digital copies of supplier documents associated with payables transactions
• Collect and enter required information for new suppliers and subcontractors
• Secure appropriate approvals for all invoices and resolve disputes between internal staff and external parties
• Serve as suppliers’ point of contact for payment inquiries and disputes
• Reconcile suppliers’ statements
• Work with members of Construction and Property Management Groups to resolve contract and payment disputes with suppliers
• Prioritize invoices to make sure supplier discounts are taken when available
• Ensure accounting activities for payables transactions are appropriately recorded in the system of record
• Understands compliance issues around accounts payable processes (W-9, sales tax, etc.)
• Collect supplier contracts and insurance certificates when project schedules require
• Audit and process credit card bills
• Perform miscellaneous clerical and administrative tasks at the guidance of the Director of Administration when required
• Fill in for other AP and accounting personnel during vacations and time off
• Regularly produce reports summarizing AP activities for management

ROLE REQUIREMENTS:

• Bachelor’s degree or equivalent from a four-year college or technical school with coursework in accounting, business administration, or related field required. 
• (2) years of accounting and accounts payable experience; or any equivalent combination of education, relevant experience and/or training.
• Excellent interpersonal and customer service skills. 
• Excellent organizational skills and attention to detail. 
• Excellent time management skills with a proven ability to meet deadlines.
• Excellent verbal and written communication skills. 
• Excellent active listening skills. 
• Ability to function well in a high-paced and at times stressful environment.
• Strong analytical and problem-solving skills. 
• Ability to prioritize tasks. 
• Ability to act with integrity, professionalism, and confidentiality. 
• Proficient with Microsoft Office Suite or related software. 
• Experience with Yardi and QuickBooks is a plus. 

RMS is an Affirmative Action/Equal Opportunity Employer