What are the responsibilities and job description for the SR. ACCOUNTS PAYABLE SPECIALIST position at Bear Property Management?
POSITION SUMMARY
The Senior AP Specialist is a highly experienced individual contributor responsible for managing the accounts payable inbox, overseeing the full AP processing cycle, and executing complex transactions across RealPage, AppFolio, and Jonas Premier. This role serves as the subject matter expert for AP systems, workflows, and vendor relationships, and handles the highest-complexity transactions within the department. The Senior AP Specialist operates with a high degree of autonomy, works directly with leadership on AP-related initiatives, and ensures the integrity, accuracy, and efficiency of the accounts payable function across all platforms.
KEY RESPONSIBILITIES
AP Inbox & Workflow Management
- Own and manage the AP electronic inbox as the primary point of oversight, ensuring all incoming invoices, vendor correspondence, and payment requests are triaged, assigned, and processed accurately and on time.
- Monitor invoice volume and workflow status across RealPage, AppFolio, and Jonas Premier, identifying and resolving bottlenecks before they impact payment cycles.
- Establish and maintain inbox management standards and ensure consistent adherence across the AP team.
- Serve as the escalation point for complex or time-sensitive invoices that require senior-level review and judgment.
- Coordinate urgent and off-cycle payment requests across all platforms and communicate status directly to leadership.
Accounts Payable Processing — All Platforms
- Process and oversee the full AP cycle across RealPage, AppFolio, and Jonas Premier, including invoice entry, GL coding, approval routing, and payment execution.
- Review and validate coding accuracy across all entities and platforms, ensuring alignment with budgets, internal controls, and audit requirements.
- Identify and resolve exceptions, duplicate invoices, and discrepancies across systems with full independence.
- Maintain complete, audit-ready AP records and documentation across all platforms.
Vendor Management & Relationships
- Serve as the senior point of contact for vendor relationships, managing escalated inquiries, disputes, and reconciliation issues across all platforms.
- Assist Vendor management Specialist to maintain vendor profiles across RealPage, AppFolio, and Jonas Premier, including IRS classification, insurance compliance, and ACH banking information.
- Review and reconcile monthly vendor statements across all systems, resolving aged and disputed items.
Payment Processing & Disbursements
- Execute weekly AP disbursement cycles across all platforms, including check printing, electronic payments, and approval coordination.
- Oversee payment accuracy and documentation standards across RealPage, AppFolio, and Jonas Premier prior to release.
- Lead 1099 tracking and preparation support, ensuring reportable vendor activity is captured accurately throughout the year across all systems.
- Manage security deposit return processing across applicable platforms, ensuring compliance with deadlines.
Financial Support & Compliance
- Prepare and maintain complex billing allocations, intercompany charges, and property-specific cost distributions across all platforms.
- Support month-end and year-end close activities including AP sub-ledger reconciliation, accrual preparation, and variance documentation.
- Ensure compliance with company policies, internal controls, and accounting procedures across all AP workflows.
Leadership Initiatives & Systems Expertise
- Work directly with the Accounting Manager and senior leadership on AP-related projects, system implementations, and process improvement initiatives.
- Serve as the internal subject matter expert for RealPage, AppFolio, and Jonas Premier AP functionality.
- Support testing, implementation, and training associated with system enhancements and new AP functionality.
- Develop and maintain AP procedure documentation, desk guides, and best practice references.
- Identify and implement process efficiencies that improve accuracy, productivity, and internal controls across the AP function.
Department Support
- Assist with special projects and additional accounting responsibilities as assigned.
- Support organizational initiatives and cross-departmental efforts as directed by the Accounting Manager.
- Contribute to a culture of accuracy, accountability, and continuous improvement within the accounting department.
QUALIFICATIONS
- 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 required.
- Advanced proficiency in Microsoft Office Suite, particularly Excel.
- Deep understanding of accounts payable principles, internal controls, multi-entity 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.