What are the responsibilities and job description for the Accounts Payable/Accounts Receivable Specialist position at Vaco by Highspring?
Vaco is seeking a detail-oriented and organized Accounts Receivable/Accounts Payable Specialist.This role will support the financial operations of our property portfolio by managing AP and AR functions, including processing vendor invoices, managing collections, and reconciling accounts. The ideal candidate will have a strong background in real estate accounting, excellent organizational skills, and the ability to communicate effectively with both internal teams and external partners.
Key Responsibilities:
Accounts Payable
- Process and review high-volume vendor invoices, including coding to correct GL accounts and verifying approvals
- Perform 2- and 3-way matching for invoices, purchase orders, and delivery receipts to ensure accuracy
- Maintain vendor records, including W9s, contact details, and ACH information, and support 1099 reporting
- Process weekly payments through ACH, checks, and wire transfers, ensuring timely and accurate disbursements
- Handle property-related expense allocations, such as utilities and maintenance, across multiple properties
- Assist in month-end close by preparing AP accruals and ensuring all outstanding invoices are accounted for
Accounts Receivable
- Generate and send out invoices to tenants and other clients, ensuring all details align with lease terms or agreements
- Monitor and manage the AR aging report, proactively following up on overdue accounts to maintain steady cash flow
- Reconcile customer payments, including checks, ACH, and wire transfers, ensuring accurate recording in the accounting system
- Research and resolve discrepancies in tenant statements and respond to inquiries from tenants regarding account balances
- Collaborate with property managers to ensure timely collections and manage escalations for delinquent accounts
- Assist in preparing monthly AR reports for management review
General Accounting Support
- Perform monthly bank reconciliations for multiple properties, resolving any discrepancies
- Support property tax payment and reconciliation processes as needed
- Assist with year-end audits by providing necessary documentation and reconciliation summaries
- Collaborate with team members on ad hoc projects, financial analysis, and reporting
Vaco by Highspring values a diverse workplace and strongly encourages women, people of color, LGBTQ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.
Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.
Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com .
Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.
By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.
Vaco by Highspring and its parents, affiliates, and subsidiaries ("we," "our," or "Vaco by Highspring") respects your privacy and are committed to providing transparent notice of our policies.
- California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here.
- Virginia residents may access our state specific policies here.
- Residents of all other states may access our policies here.
- Canadian residents may access our policies in English here and in French here.
- Residents of countries governed by GDPR may access our policies here.
Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:
- the individual's skill sets, experience and training;
- licensure and certification requirements;
- office location and other geographic considerations;
- other business and organizational needs.
With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.
