Job Description

Position Title: Accounts Payable Specialist

FLSA Classification: Exempt

Reports To: Director of Accounting

The Annex Group Mission  

To create a positive impact with the people who live, work, and are involved in our communities. The Annex Group is seeking qualified individuals who are looking for careers—not just jobs—and who operate with a team-first mindset. If you want to support our mission and make a meaningful impact, we invite you to join our team.

Position Summary

The Accounts Payable Specialist is responsible for managing the full accounts payable cycle across The Annex Group’s multifamily and corporate portfolio. This role requires strong attention to detail, sound accounting knowledge, and the ability to collaborate effectively with property management teams, vendors, and internal stakeholders in a fast-paced environment.

Key Responsibilities

Accounts Payable Operations  

• Process, review, and verify a high volume of invoices for multiple properties and corporate entities, including maintenance, repairs, utilities, capital improvements, and operating expenses
• Code invoices accurately to the appropriate general ledger accounts, properties, and projects
• Perform purchase order and three-way matching; investigate and resolve discrepancies
• Prepare and process weekly check runs and ACH payments in accordance with approved payment terms
• Mail checks when required and ensure timely vendor payments

Vendor & Documentation Management  

• Establish and maintain vendor records, including W-9 forms and certificates of insurance
• Maintain accurate and up-to-date vendor master files
• Respond to vendor inquiries regarding invoice status, discrepancies, and payment timing
• Reconcile vendor statements and resolve outstanding issues
• Process annual 1099 reporting and distribute forms to vendors

Recordkeeping & Systems

• Maintain organized digital filing systems for invoices, receipts, and supporting documentation by property or project
• Save and track credit card receipts by project or property
• Ensure accounts payable records are maintained in compliance with company policies and confidentiality standards

Accounting Support

• Assist with month-end close activities, including accruals and reconciliations
• Perform general accounting tasks such as account maintenance and transaction recording
• Support property managers and internal teams with budget tracking and vendor payment questions
• Assist with maintaining bank accounts for property, project, or corporate entities as needed

Process Improvement

• Identify opportunities to improve accounts payable workflows, controls, and efficiency
• Support implementation of best practices and system enhancements

Requirements

Qualification Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Required Qualifications

• Associate’s degree in Accounting, Finance, or a related field, or equivalent work experience
• Minimum of three (3) years of accounting experience with a strong focus on accounts payable
• Solid understanding of accounting principles and the full accounts payable cycle
• Experience working in a high-volume, multi-entity environment (real estate or property management preferred)
• Proficiency in accounting and property management software (Yardi, Entrata, or similar strongly preferred)
• Advanced proficiency in Microsoft Excel
• Strong attention to detail, organization, and accuracy
• Excellent written and verbal communication skills
• Ability to prioritize, multitask, and meet deadlines independently
• Strong work ethic, positive attitude, and team-first mindset 

Technical / Computer Skills  

• Advanced quantitative and analytical skills using Microsoft Excel
• Working knowledge of Microsoft Office and email platforms
• Ability and willingness to learn and effectively use additional job-related technology tools

Physical Demands

The physical demands described below are representative of those that must be met to successfully perform the essential functions of this role. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.

• Frequent sitting, standing, and walking within the work area
• Occasional driving to and from business-related locations

Work Environment

The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made as needed.

• Fast-paced office environment with varying noise levels
• Daily verbal and face-to-face interaction with internal and external stakeholders
• Frequent use of a computer and other office equipment
• Requirement to maintain strict confidentiality of client and financial information 

Salary Description

Up to $60,000.00 Annually

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