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Accounts Payable Coordinator

FirstService Residential
Bloomington, Minnesota, United States
Closing date
May 16, 2024

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Job Role
Accounts Payable
Contract Type
Full Time
The Company

As the leading residential property management company in North America, we work hard to help communities thrive. Our dedication, responsiveness and integrity are why thousands of communities across the U.S. and Canada choose FirstService Residential to manage their properties. For more than four decades, communities have counted on FirstService Residential for their Minnesota property management needs. We've got the Twin Cities covered, from Plymouth and Shakopee to Woodbury and downtown Minneapolis and St. Paul. For more information, visit www.fsresidential.comand Career FSR MN.

Job Responsibilities

The Accounts Payable Coordinator is responsible for backup coverage of all functions within the AP Team, Vendor Management, AP Research Coordinator and System Administrator. Setting up and adjusting the status of all North Region vendors, across all accounting systems, monitoring vendor qualification compliance, regular vendor maintenance and reporting.

Performing tasks related to invoice capture, routing of proper approvals, invoice issue resolution, and payment issuance to association vendors.

Perform duties to oversee computer setups and access rights into Client Accounting systems, provide technical assistance to users, troubleshoot system problems and maintain access and accounting codes, working within the limits of standard or accepted practice.

Essential Duties & Responsibilities

The job duties listed are typical examples of the work performed by positions in this job classification. Not all duties assigned to every position are included, nor is it expected that all positions will be assigned every duty.

Interface with vendors/managers/and outsourced qualification company to qualify vendors by obtaining W9s, COIs, etc
Set up vendors in the accounting system, oversee the update of vendor qualification in database and in enterprise software
Notify Community Managers of changes in vendor qualifications, i.e., expiration of certificates and licenses, change in vendor insurance carrier status, etc.
Run reports for vendor maintenance and statistics
Researches and responds to inquiries, including but not limited to clarifying when an invoice will get paid, why an invoice was paid incorrectly, and how to properly code an invoice.
Researches and resolves invoice issues relating to unidentified properties, potential duplicate payments, image issues, missing invoices, missing payments, etc.
Processes utility invoices in a timely manner to ensure due dates are met as to avoid late fees and disconnections.
Processes the batching of approved invoices into the accounting system as well as resolving issues associated with that process.
Team with property management to ensure processes are followed for timely payment of invoices to association vendors
Set up proper workflows and processes for each Association. Communicate with internal and external clients to ensure workflows and access fit the client's need. Make recommendations as needed.
Respond to user requests for technical assistance and identify, research and troubleshoot problems and process flaws. Research solutions and resolve user problems or recommend technical solutions.
Maintain user information, accounts, passwords, security roles and signature and approval application. Ensure correct access in all servers and related programs and systems. Maintain listings, charts and accounting codes current for proper system functionality.

Additional Duties & Responsibilities

Practice and adhere to FirstService Residential Global Service Standards.
Conduct business at all times with the highest standards of personal, professional and ethical conduct.
Perform or assist with any operations as required to maintain workflow and to meet schedules. Notify supervisor of unusual equipment or operating problems and the need for additional material and supplies.
May participate in any variety of meetings and work groups to integrate activities, communicate issues, obtain approvals, resolve problems and maintain specified level of knowledge pertaining to new developments, requirements, policies, and regulatory guidelines.
Ensure all safety precautions are followed while performing the work.
Follow all policies and Standard Operating Procedures as instructed by Management.
Perform any range of special projects, tasks and other related duties as assigned.

Education & Experience

A Bachelor's Degree in Accounting, Finance, Management or Business is preferred due to the complex nature of accounts payable transactions.
2 years or recent related AP job experience
Intermediate Excel skills

Knowledge, Skills & Proficiencies

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required.

Must have strong computers and systems knowledge and proficiency.
Excellent customer service skills via Phone and e-mail.
Strong verbal and written communication skills.
Detail oriented and strong organizational and multi-tasking skills.
Handle change in a positive manner.
Ability to work with sensitive or confidential information, Reliable and discrete.
Ability to meet deadlines and work well under pressure.
Ability to work in a team environment as well as independently and be self-driven
Critical thinking, problem solving, and judgment and decision making abilities.

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