Accounts Payable Clerk

Job title: Accounts Payable Clerk

Type of employment: Full-time

Shift Schedule: TBD

We're looking for an Accounts Payable Clerk who can support the daily accounts payable operations across a portfolio of approximately 60 commercial real estate properties/entities. Own the transactional AP process in Yardi Voyager 8, from invoice entry and coding through approval, posting, and payment preparation.

This role is ideal for a highly detail-oriented and organized AP professional who can manage high invoice volume, maintain accurate records, resolve exceptions, and keep the AP workflow current

About the Employer:

The company is a commercial real estate investment firm focused on the acquisition, redevelopment, and management of retail shopping centers, industrial warehouses, and other commercial properties throughout Florida. Headquartered in Orlando, the company operates a portfolio of 50+ properties representing more than 800,000 square feet and over $200 million in assets under management.

Objectives of this role:

• Ensure all accounts payable transactions are entered, approved, posted, and prepared for payment accurately and on time.
• Keep AP workflows current across approximately 60 properties/entities.
• Process approximately 300–600 invoices per month while maintaining accuracy and timely turnaround.
• Maintain accurate utility and recurring payment records.
• Identify and resolve invoice exceptions, duplicates, missing documentation, and approval delays.
• Support the Property Accounting team by allowing Property Accountants to focus on full-cycle accounting, reconciliations, financial reporting, and higher-level property accounting responsibilities.
• Help maintain a manageable AP backlog and minimize invoices outstanding beyond 30 days.

Responsibilities:

Invoice Processing & AP Workflow

• Perform initial data entry for incoming invoices received through Yardi or internally.
• Route invoices to the appropriate approval workflow.
• Review invoice coding, property/entity, vendor, dates, supporting documentation, and approval status for completeness.
• Post approved invoices in Yardi.
• Commit approved payables for payment according to the weekly check run.
• Work AP queues daily to ensure approved invoices are processed and ready for the Friday check run.
• Prepare manual payables for approved reimbursements or repayments as directed.

Utilities & Recurring Payments

• Maintain and update the Utility Tracker, including account status, new accounts, tenant-transitioned accounts, due dates, autopay enrollment, and payment activity.
• Process utility invoices and recurring vendor charges.
• Record autopaid transactions in Yardi using online banking information and supporting documentation.
• Research missing invoices, duplicate charges, past-due notices, and utility account discrepancies.
• Coordinate with the appropriate team members to resolve utility-related issues.

AP Controls & Exception Management

• Monitor AP workflow status and identify invoices that are stalled, rejected, missing approvers, or placed in exception queues.
• Send weekly reminders to team members to clear Yardi approval inboxes.
• Follow up on outstanding approvals and unresolved invoice issues.
• Escalate issues that may result in payment delays, late fees, service interruptions, or reporting issues.
• Identify duplicate or incomplete invoices before payment processing.

Vendor & Payment Support

• Maintain accurate vendor records and payment documentation.
• Respond to payment-status questions and assist with payment-related inquiries.
• Prepare accurate documentation for weekly check runs and payment processing.
• Support AP reporting, reconciliations, and audit requests.
• Maintain organized records supporting AP transactions.

Reporting & Accounting Support

• Assist with AP reporting and reconciliation activities.
• Provide accurate information regarding invoice status, outstanding items, and payment activity.
• Support the accounting team with audit documentation and other AP-related requests.
• Perform other accounts payable and accounting duties as needed.

Required skills and qualifications:

• Strong Accounts Payable experience, preferably in a high-volume, multi-entity environment.
• Intermediate Microsoft Excel proficiency, including:
  • Sorting and filtering
  • PivotTables
  • XLOOKUP/VLOOKUP
  • SUMIF/SUMIFS
  • Reconciliations
  • Working with large data sets
• Ability to manage several hundred invoices per month while maintaining accuracy and timely processing.
• Strong attention to detail and accuracy in invoice entry, coding, entity selection, and documentation.
• Strong organizational and time management skills.
• Ability to manage multiple priorities and maintain an organized AP queue.
• Strong follow-through when resolving missing information, approval delays, and invoice exceptions.
• Strong written and verbal communication skills.
• Ability to work independently while coordinating effectively with Property Accountants, vendors, and internal team members.
• Ability to identify discrepancies, duplicates, and incomplete documentation.
• Comfortable working with accounting and property management systems.
• Commercial real estate/property accounting experience is a plus but is not mandatory if the candidate has strong AP experience.

Preferred skills and qualifications:

• Familiarity with Yardi Voyager 8 and property management accounting workflows.
• Background in commercial real estate or property accounting.
• Experience supporting a multi-property or multi-entity organization.
• Familiarity with utility billing, recurring vendor payments, and property-related expenses.
• Experience managing approximately 300–600+ invoices per month.
• Experience with AP workflow systems and electronic invoice approval processes.
• Familiarity with weekly check runs and payment preparation.
• Experience supporting reconciliations, audits, and AP reporting.
• Strong understanding of invoice coding, entity allocation, and payment controls.