Job Title: Client Accounts Payable Specialist

Reports To: Client AP Manager

Location: Irvine, CA

JOB SUMMARY: An Accounts Payable (A/P) Specialist is responsible for weekly invoice review, data processing (keeping with the department compliance of 3 to 5 day turn around for invoices processed in Avid) and check printing. This position maintains and monitors the account balances and prepares month end reporting. The A/P Specialist works closely with the Community Managers in the weekly processing of invoices, turnover, set-up and payment of utilities as well as filing state and federal taxes and quarterly estimates.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• Client Assistance: Assist both internal and external clients with questions or problems associated with vendors, invoices, issued checks, voided checks, stop payments, reserve transfers, and cash balances. Must have a working knowledge in the utilization of system tools and various research techniques to assist the client.
• Cash Maintenance: Reviews operating cash balances on a weekly basis and also ensures compliance of the association's cash maintenance policies at month end. Must have an understanding of how to maintain the associations' cash balances on a weekly and monthly basis.
• Taxes: Prepare, monitor, file and pay state and federal taxes for each association and ensure all quarterly tax estimates are paid timely. Sets up via internet enrollment all EFTPS federal tax payments and pays same via internet direct pay portal.
• Bi-weekly check printing: Ensure invoice details are accurate and print checks with appropriate details for the approval process bi-weekly. Verify check registers and accounting reports are accurate.
• Special handling of checks: Complete daily hand check requests forwarded by Accounting Manager or AP Lead. Handle special mailing (i.e.; FedEx) mailings for same checks.
• Responsible to maintain files to ensure that all information is correct and current.
• Follows quality system procedures.
• Manage A/P SharePoint Workflow requests/inquiries in a timely manner (rush check requests received prior to 12 noon should be processed and sent out the same day, requests receive after 12 should be processed and sent out the next business day.
• Participate in special projects as needed.
• Other duties as assigned.

BEHAVIORS
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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Practice and adhere to FirstService Residential global service standards.
• Conduct business at all times with the highest standards of personal, professional and ethical conduct.
• 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.
• Must model positive attitude and customer service skills when communicating with our clients.
• Strong verbal and written communication skills.
• Ensure confidentiality between FirstService Residential, Board Members, homeowners and staff.
• Enforce all rules, regulations and policies as established by the Board of Directors.
• Ability to develop positive relationships with diverse groups.
• Organizational and time management skills with the demonstrated ability to prioritize, attention to detail, and multi-tasking skills. Must be able to meet deadlines.
• Ability to think and work independently and as a part of a team.
• Use of good judgment, critical thinking, and business knowledge.
• Knowledge of Microsoft Applications, especially Excel, Word, and Outlook.
• Ability to anticipate busy schedules and communicate with other members of the organization/department to complete assignments on time.
• Ability to effectively pace work to adhere to financial close deadlines and key deliverables.
• Demonstrate integrity in work product and commitment to accuracy.
• High sense of urgency.
• Strong ability to work as a team member.
• Ability to master financial systems and reporting tools (Jenark and Avid Invoice preferred).
• Must be able to communicate on the phone.

QUALIFICATIONS - 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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Basic knowledge of Microsoft Applications, especially Word, Excel, and Outlook.
• Good written and verbal communication skills.

EDUCATION and/or EXPERIENCE
High school degree or GED equivalent required.

About Us:

FirstService Residential is North America's foremost property management firm. Our dedication, responsiveness and integrity are why thousands of communities across the U.S. and Canada choose FirstService Residential to manage their properties. We have expertise working with complex communities with large budgets and numerous amenities. In addition, we manage commercial associations and mixed-use developments, as well as multi-family and investor-owned rental and REO properties for institutional and private equity clients.

We're all about our associates, and as we continue to grow, we're looking for even more quality people who share our dedication to doing what's right, improving residents' quality of life, building great relationships and truly making a difference for their clients, their colleagues and themselves. Is that you? If so, apply today or join our community and learn more about FirstService Residential.

To learn more about our company and culture, please visit www.fsresidential.com/california

FirstService Residential is an equal opportunity employer committed to a diverse and inclusive workforce. Applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), age, sexual orientation, national origin, marital status, parental status, ancestry, disability, gender identity, veteran status, genetic information, other distinguishing characteristics of diversity and inclusion, or any other protected status.
Qualified applicants with arrest and/or conviction records will be considered for employment in a manner consistent with federal and state laws, as well as applicable local ordinances, including but not limited to the San Francisco and Los Angeles Fair Chance Ordinances.