Key Responsibilities Vendor Insurance & Compliance • Track and maintain vendor insurance certificates (COIs), W-9s, and required compliance documentation across all properties and operating entities. • Monitor policy expiration dates, request updated certificates proactively, and flag lapsed or non compliant vendors before work is performed or payments are released. • Maintain an organized, current vendor compliance file and support onboarding of new vendors. Utility & Vendor Account Management • Set up new utility accounts (electric, gas, water/sewer, telecom, waste) for acquisitions, transitions, and vacant units, and manage account changes on dispositions. • Monitor all utility and vendor accounts for billing irregularities, missed payments, late fees, and service interruptions; resolve discrepancies directly with providers. • Maintain a master schedule of all utility and vendor accounts by property, including account numbers, billing cycles, and payment methods. Invoice Review & Payment Processing • Review incoming invoices for accuracy — correct entity, property, pricing, quantities, and supporting documentation — before entry and approval. • Match invoices against contracts, purchase orders, and approved proposals; flag discrepancies and unapproved charges. • Process approved payments accurately and on schedule, maintaining clean records of payment status, method, and confirmation. Rent Billing & Cash Reporting • Review monthly rent billings for accuracy, including base rent, amenity fees, utility recoveries, and other recurring charges; identify unposted or misapplied charges. • Prepare daily cash reports across bank accounts and entities, summarizing receipts, disbursements, and balances for leadership review
Qualifications
• 2+ years of experience in accounts payable, finance administration, bookkeeping, or property accounting (real estate or hospitality experience a plus).
• Strong proficiency in Excel and Yardi
• Comfort using AI tools (e.g., Claude, ChatGPT) to work more efficiently — drafting communications, reconciling data, and streamlining recurring processes.
• Exceptional attention to detail and accuracy, with the ability to spot billing errors and discrepancies.
• Organized and self-directed, able to manage recurring deadlines across multiple properties and entities.
• Clear, professional communication skills for working with vendors, utility providers, and internal teams