What are the responsibilities and job description for the Accounts Payable Specialist position at WareSpace?
Company Description
WareSpace is a unique warehousing solution designed for small businesses. Unlike traditional warehouses with long contracts and excess space, WareSpace offers flexible sizing, simple pricing, short-term leases, and a community of like-minded entrepreneurs. It provides a world where every entrepreneur can find the perfect small warehouse tailored to their needs.
Position Summary
We are seeking a detail-oriented Accounts Payable Specialist to own the full AP cycle across a multi-entity real estate portfolio: vendor onboarding, invoice coding, payment workflow administration, and corporate credit card program management. Transaction and vendor volume are growing with the business, so we need someone who can handle scale without sacrificing accuracy.
Key Responsibilities
Vendor Management
Qualifications
WareSpace is a unique warehousing solution designed for small businesses. Unlike traditional warehouses with long contracts and excess space, WareSpace offers flexible sizing, simple pricing, short-term leases, and a community of like-minded entrepreneurs. It provides a world where every entrepreneur can find the perfect small warehouse tailored to their needs.
Position Summary
We are seeking a detail-oriented Accounts Payable Specialist to own the full AP cycle across a multi-entity real estate portfolio: vendor onboarding, invoice coding, payment workflow administration, and corporate credit card program management. Transaction and vendor volume are growing with the business, so we need someone who can handle scale without sacrificing accuracy.
Key Responsibilities
Vendor Management
- Set up and maintain vendor records across multiple property entities, including W-9s, banking details, insurance certificates (COIs), and onboarding documentation
- Perform vendor verification procedures to prevent fraud, duplicate records, and payment errors
- Maintain vendor master data hygiene: deactivate stale vendors, resolve duplicates, and keep remittance information current
- Review, code, and enter invoices with correct GL accounts, properties, entities, and cost categories (operating expense vs. capital)
- Route invoices through approval workflows in our AP automation platform and follow up on outstanding approvals
- Research and resolve invoice discrepancies, utility billing issues, and vendor inquiries
- Support month-end close with AP accruals and aging review
- Configure and maintain AP approval workflows; recommend process improvements as transaction volume scales
- Document AP procedures and support internal controls compliance
- Administer the company card program: issue/deactivate cards, set limits, enforce policy
- Collect receipts, code transactions, and reconcile monthly statements
- Flag policy exceptions and escalate as needed
- Ad hoc property-related accounting support and special projects as assigned
Qualifications
- 2 years of accounts payable or full-cycle accounting experience; real estate or property management exposure a plus
- Working knowledge of GL coding and basic accounting principles
- Strong attention to detail and ability to manage high transaction volume without sacrificing accuracy
- Proficiency in Excel (lookups, pivot tables)
- Experience with property management/accounting systems (Rent Manager, Yardi, MRI, AppFolio) a plus
- Experience with AP automation platforms (AvidXchange, Brex) a plus