What are the responsibilities and job description for the Accounts Payable Specialist (Level I, II, or Senior) position at Bear Property Management?
POSITION SUMMARY
The Accounts Payable Specialist provides accounting support to Bear Real Estate Group by ensuring the accuracy, integrity, and timely processing of accounts payable transactions across multiple entities and systems. This role supports financial reporting, safeguards company assets, maintains internal controls, and contributes to the efficient operation of the accounts payable function.
Depending on experience, qualifications, and demonstrated expertise, the position may be filled at the AP Specialist I, AP Specialist II, or Senior AP Specialist level. Responsibilities range from processing invoices and supporting vendor relationships to managing complex transactions, serving as a subject matter expert for AP systems and workflows, and leading process improvement initiatives. The successful candidate will help ensure accurate financial records, timely vendor payments, strong internal controls, and continuous improvement across the accounts payable function.
This role works with varying levels of independence based on position level and may serve as a resource to team members while partnering with property management, construction, accounting, and operational leadership to support business objectives.
KEY RESPONSIBILITIES
Accounts Payable Processing
- Process vendor invoices, review coding accuracy, and enter transactions into accounting systems
- Route invoices through approval workflows and follow up on outstanding approvals
- Maintain complete and accurate AP records and supporting documentation
- Identify and resolve invoice discrepancies, duplicate invoices, and coding issues
- Support multi-entity and property-level expense allocations
Vendor Management & Relationships
- Respond to vendor inquiries regarding invoice status, payment processing, and account discrepancies.
- Review and reconcile vendor statements
- Assist with vendor onboarding, maintenance, and compliance documentation
- Build and maintain professional relationships with vendors and internal stakeholders
Payment Processing & Disbursements
- Perform weekly accounts payable payment cycles.
- Process check runs, obtain required approvals and signatures, and distribute payments.
- Coordinate urgent and off-cycle payment requests
- Support 1099 reporting and vendor payment tracking
Department Support
- Support property management and construction accounting teams with payment and coding issues
- Assist with security deposit processing and property-specific allocations
- Support month-end and year-end close activities, reconciliations, and audit requests
- Maintain strong internal controls and compliance with company policies and procedures
Systems & Continuous Improvement
- Work within accounting and property management systems including AppFolio, RealPage, and Jonas Premier
- Participate in system implementations, testing, and enhancement projects
- Recommend and implement process improvements that increase efficiency, accuracy, and productivity
- Support documentation, training, and best practices development
Senior-Level Responsibilities (Based on Experience)
- Serve as a subject matter expert for AP systems and workflows
- Manage AP inbox operations and workflow prioritization
- Handle escalated vendor issues and complex transactions
- Assist with training and mentoring team members
- Lead process improvement initiatives and support leadership projects
QUALIFICATIONS
AP Specialist I
- Associate degree in Accounting, Business, Finance, or related field preferred
- Three to five (3–5) years of accounts payable or general accounting experience
- Knowledge of accounts payable principles and accounting procedures
- Intermediate Microsoft Excel and Outlook skill
- Experience with AppFolio, RealPage, Jonas Premier, or similar accounting and property management software preferred
- Familiarity with property management terminology and accounting practices
AP Specialist II
- Associate degree in Accounting, Business, Finance, or related field preferred
- Four to six (4–6) years of accounts payable or general accounting experience
- Experience in real estate, property management, or construction industries preferred
- Solid understanding of accounts payable principles, GL coding, and internal controls.
- Proficiency in AppFolio, Jonas Premier, and RealPage required
- Intermediate to advanced proficiency in Microsoft Office Suite, particularly Excel
- Familiarity with intercompany transactions, job-cost accounting, and multi-entity processing
Senior AP Specialist
- Associate’s Degree in Accounting, Business Administration, Finance, or a related field preferred
- Six or more (6 ) years of accounts payable or general accounting experience, with demonstrated expertise in high-complexity AP environments
- Experience in real estate, property management, or construction industries required
- Expert-level proficiency in RealPage, AppFolio, and Jonas Premier require
- Advanced proficiency in Microsoft Office Suite, particularly Excel
- Deep understanding of account payable principles, internal controls, multi-entry processing, and intercompany transactions
- Experience with job-cost accounting, AIA draw processes, vendor compliance, and 1099 preparation
- Proven ability to manage AP inbox and full-cycle processing across multiple platforms independently
PHYSICAL DEMANDS AND WORK ENVIRONMENT
- Continually required to sit for extended periods of time.
- Continually required to use hands and fingers for keyboard and computer operation.
- Frequently required to communicate verbally and in writing.
- Frequently required to view computer screens and financial documents.
- Occasionally required to lift, carry, or move office materials weighing up to 25 pounds.
- Work is primarily performed in a professional office environment.
WHAT YOU’LL LOVE ABOUT WORKING HERE
- Invest in Your Future: 401(k) with company match, plus annual merit-based increases
- Prioritize Your Health: Comprehensive medical, dental, vision, life insurance, Long-Term Disability, and FSA and HSA options
- Recharge and Renew: Generous paid time off and 8 paid holidays
- Voluntary Benefits: Short Term Disability, Accident, Critical Illness, and Hospital Indemnity
- Keep Growing: Ongoing education, leadership training, and advancement opportunities across all departments
- Celebrate Together: Annual employee appreciation events, team outings, and company-wide recognition programs
- Make an Impact: Contribute to meaningful projects that shape neighborhoods and improve lives
The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities or physical requirements. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Bear Real Estate Group is proud to be an Equal Employment Opportunity and Affirmative Action employer. We do not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics.