Accounts Payable Specialist

4 weeks ago

Miami, United States Fifteen Group Capital LLC Full time

SUMMARY: This position is a blended role that is primarily focused on accounts payable and bookkeeping duties but also performing office coordination and reception responsibilities. Additionally, there is the opportunity to potentially work on ad hoc projects. For an individual with interest and sufficient knowledge/experience, this role can also potentially lead to an expanded accounting role. This is an on-site position.

 

ACCOUNTS PAYABLE - DUTIES AND RESPONSIBILITIES:

·        Perform the Accounts Payable (“AP”) duties for the organization, including 1) posting, imaging, and tracking of invoices, 2) match invoicing scope and pricing to Purchase Order, Contract, or quotation, 2) select the correct routing for invoice approvals from several options, 3) initiate electronic payments for approval by others or (rarely) cut physical checks, overseeing signatures, mailing checks, and electronically filing invoice copies, 4) Researching vendor invoicing and payment issues, 5) Reconciling vendor accounts.

·        Tracking and following up on recurring invoices, including updating logs to track payments.

·        Reviews Aged Accounts Payables regularly to follow-up on unpaid items.

·        Interface with vendor websites to pull statements and research account status. Call or email vendors as needed to obtain information. Solicit quotations for services when requested, or research pricing comparisons.

·        Track vendor contract expiration, renewal, and notice requirements for non-renewal for service providers.

·        Perform bank reconciliations on entities excluded from the standard Accounts Payable process (entities with minimal activities that have wire activity only).

  • Assist with preparation of 1099s as needed.
  • Assist with special accounting projects as needed.

·        Assist with the upload of journal entry templates as needed.

·        Additional duties may be assigned for an individual performing well in the tasks outlined above. This is a role that can grow into more substantive accounting tasks once consistent competence and responsibility is demonstrated.

 

OFFICE COORDINATOR – DUTIES AND RESPONSIBILITIES:

  • Oversee the effective management of the office of roughly 12 persons in Miami. The extent of time required for this is minimal.
  • Responsible for various tasks associated with on-boarding new employees.
  • Track office and kitchen supplies and place replenishment orders as needed.
  • Sort and distribute external mail.
  • On occasion (limited), managers may need assistance with priority and other mailing needs. Ownership has a personal assistant in the office so requests are limited.
  • Reception duties. Office visitors are infrequent.
  • Answer calls to the main phone number and routes to the appropriate person. Screens out unsolicited sales calls. Deals with vendors and salespeople professionally.
  • Greet delivery vendors, largely related to the delivery of mail and packages.
  • Manage office cleaning service and building service vendors (HVAC, Elevator, etc.).
  • Performs other related duties as assigned by management.

 

QUALIFICATIONS:

•  Accounting and/or bookkeeping education and experience desired with the ability to perform the accounting tasks outlined.

•  College degree or attending college a plus.

•  Demonstrated ability to calculate figures and amounts.

•  Proficient on Microsoft office products, including Excel and Word. Yardi and Yardi Payscan or other accounting package experience a plus.

•  Acute attention to detail.

•  Strong organizational skills.

•  Commitment to excellence and high standards.

•  Excellent written and verbal communication skills.

•  Ability to understand and follow written and verbal instructions.

•  Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm.

 

COMPETENCIES:

  • Oral Communication: Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions.
  • Written Communication: Writes clearly and informatively; Edits work for spelling and grammar; Presents numerical data effectively; Able to read and interpret written information.
  • Ethics: Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values; Maintains confidentiality.
  • Organizational Support: Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values; Supports affirmative action and respects diversity.
  • Planning/Organizing: Prioritizes and plans work activities; Uses time efficiently; Sets goals and objectives.
  • Attendance/Punctuality: Is consistently at work and on time; Ensures work responsibilities are covered when absent.
  • Dependability & Conscientiousness:     Follows instructions; responds to management direction; Takes responsibility for own actions; Keeps commitments; Completes tasks on time or notifies appropriate person with an alternate plan.
  • Initiative--Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Looks for and takes advantage of opportunities; Asks for and offers help when needed. 


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