What are the responsibilities and job description for the Accounts Payable Clerk- Corporate Office position at Oakwood Management Company?
Position Summary
The Accounts Payable Clerk – Utilities is responsible for the accurate and timely processing, coding, tracking, and maintenance of utility invoices and related accounts. This position works closely with property teams, vendors, residents, and the Accounting Department to ensure utility expenses are properly recorded, resident responsibilities are identified, and outstanding issues are resolved.
The Accounts Payable Clerk - Utilities will report directly to the Vice President of Accounting & Finance.
Pay range dependent on qualifications and experience level. $20-$25/Hour
The ideal candidate is highly organized, detail-oriented, comfortable working with a high volume of invoices and documentation, and able to effectively manage multiple priorities throughout the day.
Essential Duties & Responsibilities
Accounts Payable & Utility Processing
- Perform accurate and timely data entry in Yardi and Excel.
- Review and properly code utility invoices, including common area, residential, corporate, and split-site expenses.
- Review invoices and account information to determine the actual amounts owed and identify discrepancies when necessary.
- Determine resident responsibility for applicable utility charges.
- Research payables, invoice batches, payments, and checks within Yardi.
- Import ACH payment records into Yardi and verify information for accuracy and completeness.
- Accurately print, organize, and process invoices received electronically from vendors and property sites.
- Update utility workbooks daily using Unit Availability Detail information.
- Maintain utility-related vendor portals, including updating account information, payment methods, and autopay information.
Vendor & Account Management
- Communicate directly with utility providers and other vendors regarding payments, refunds, deposits, account discrepancies, late fees, and other billing issues.
- Negotiate late fees, penalties, deposits, and other charges with vendors when appropriate.
- Research and resolve utility billing discrepancies and account issues.
- Maintain accurate vendor and utility account information.
- Follow up on outstanding items to ensure issues are resolved in a timely manner.
Property & Resident Support
- Communicate with Property Managers and site teams regarding unusually high utility bills, billing discrepancies, and other utility-related concerns.
- Assist property teams and designated staff with resident questions regarding utility charges posted to resident ledgers.
- Field and respond to basic accounts payable and utility-related questions from property teams.
- Notify Property Managers of resident utility shutoff notices, annual backflow testing requirements, service issues, and other time-sensitive utility matters.
- Follow up with Property Managers and appropriate staff to ensure required actions have been completed.
Administrative Responsibilities
- Open, sort, distribute, and process a high volume of incoming mail.
- Scan, organize, file, and digitally store invoices and supporting documentation in accordance with company procedures.
- Maintain organized and complete electronic and physical records.
- Assist with special projects and additional Accounting Department responsibilities as assigned.
Required Qualifications
- Strong attention to detail and commitment to accuracy.
- Ability to work effectively in a high-volume, deadline-driven environment.
- Ability to prioritize, pivot between tasks, and manage multiple responsibilities simultaneously.
- Strong organizational and follow-up skills.
- Basic proficiency with Microsoft Excel and Word.
- Working knowledge of Adobe Acrobat, Snipping Tool, and general computer applications.
- Comfortable performing data entry and working extensively with electronic documents and spreadsheets.
- Strong written and verbal communication skills.
- Ability to communicate professionally with vendors, property teams, residents, and coworkers.
- Ability to research issues, identify discrepancies, and determine appropriate next steps.
- Ability to work independently while also functioning effectively as part of the Accounting team.
- Willingness to learn new systems, procedures, and responsibilities.
Preferred Qualifications
- Previous accounts payable, bookkeeping, utility billing, or accounting experience.
- Previous experience working in property management or multifamily housing.
- Experience with Yardi Voyager or similar property management/accounting software.
- Experience processing utility invoices or managing utility accounts.
- Familiarity with ACH transactions and electronic payment processing.
Key Competencies
- Accuracy: Consistently enters, codes, and processes financial information correctly.
- Attention to Detail: Identifies discrepancies and ensures documentation is complete before processing.
- Organization: Effectively manages a large volume of invoices, mail, electronic files, and outstanding items.
- Follow-Through: Takes ownership of issues and follows them through to resolution.
- Communication: Communicates clearly and professionally with vendors, property teams, residents, and coworkers.
- Adaptability: Can quickly shift priorities as urgent utility or property issues arise.
- Problem Solving: Researches billing and payment issues and works toward practical solutions.
- Time Management: Prioritizes responsibilities appropriately to meet payment deadlines and avoid late fees, shutoffs, or service interruptions.
- Teamwork: Supports the Accounting Department and property teams and assists with special projects as needed.
Salary : $20 - $25