Accounts Payable Specialist -

Yardi Voyager Experience Required Location:

Fairfield, NJ Job Type:

Full-Time Reports To:

Controller / Accounting Manager Position Summary We are seeking an experienced and detail-oriented Accounts Payable Specialist with strong, hands-on Yardi Voyager experience to join our real estate management team. The ideal candidate will be seasoned in Yardi Voyager and comfortable working independently within the system from day one. This position requires someone who understands not only traditional accounts payable, but also property-level accounting, intercompany billing, journal entries, maintenance tickets, work orders, cost coding, vendor compliance, and accounting across multiple real estate entities/LLCs . A major responsibility of this position will be ensuring that expenses are accurately connected to the correct property, LLC/entity, maintenance ticket, work order, vendor, and cost code so management can properly track the true costs associated with maintaining each property. The position will also be responsible for reconciling company accounts, including American Express and Home Depot , preparing and posting applicable journal entries , managing and reconciling intercompany billing and allocations , and assisting with maintaining current vendor insurance and Certificate of Insurance (COI) requirements . We are specifically looking for a candidate who has actively used Yardi Voyager in a prior AP/accounting role and understands how to utilize the system for AP processing, property-level accounting, intercompany transactions, cost allocation, maintenance-related expenses, reconciliations, journal entries, vendor management, and reporting. Key Responsibilities Process a high volume of accounts payable invoices accurately and efficiently. Enter, review, and manage invoices within Yardi Voyager . Verify invoice approvals and ensure compliance with company policies and procedures. Assign and verify the appropriate property, LLC/entity, GL account, cost code, department, project, maintenance ticket, and work order for applicable expenses. Work closely with the Property Management and Maintenance teams to ensure maintenance tickets and work orders are properly documented, coded, and connected to their associated costs . Track maintenance-related expenses by individual property and LLC/entity to provide accurate property-level cost reporting. Review maintenance tickets and work orders for completeness and ensure labor, materials, vendor invoices, and other related costs are properly captured and coded. Research discrepancies between maintenance tickets/work orders and the costs recorded in Yardi. Maintain accurate vendor records and supporting documentation within Yardi. Reconcile vendor statements and promptly investigate discrepancies. Reconcile American Express accounts , ensuring individual transactions are properly documented and allocated to the correct LLC/entity, property, GL account, and cost code . Reconcile Home Depot accounts and purchases , ensuring receipts and supporting documentation are obtained and each purchase is connected to the correct property, LLC/entity, maintenance ticket/work order, and cost code , when applicable. Follow up on missing receipts, unclear charges, incorrect coding, and transactions that cannot be immediately tied to the appropriate property or entity. Ensure expenses are not simply entered into AP , but are accurately attributed to the property and entity that incurred the cost. Prepare and post journal entries as needed, including reclassifications, corrections, accruals, intercompany allocations, and other AP/property-related entries. Research account discrepancies and make appropriate adjusting journal entries with proper supporting documentation and approval. Prepare and process weekly check runs, ACH transactions, and other electronic payments. Review open payables and outstanding invoices to ensure items are being processed appropriately. Generate and review AP aging, property-level expense, maintenance cost, intercompany, and other Yardi reports . Clearly explain AP aging reports and the status of outstanding payables to management and property owners when necessary. Assist with month-end closing procedures related to accounts payable, including journal entries, accruals, reconciliations, intercompany balances, and account review . Communicate professionally with vendors, Property Management, Maintenance, Accounting, and other internal departments regarding invoices, coding, work orders, payments, and documentation. Intercompany Billing & Accounting Manage and process intercompany billing between related companies, LLCs, and properties . Ensure expenses paid by one entity on behalf of another are properly identified, allocated, billed, and recorded. Utilize Yardi Voyager intercompany functionality where applicable to accurately record transactions between related entities. Review invoices, maintenance costs, credit card charges, purchases, and other expenses to determine the correct entity responsible for each cost . Prepare appropriate intercompany invoices, journal entries, allocations, and supporting documentation. Reconcile intercompany receivable and payable balances and research discrepancies between entities. Ensure intercompany transactions are properly reflected on both sides of the transaction and do not remain unreconciled. Assist with month-end reconciliation of intercompany accounts. Work with Accounting and Property Management to identify shared expenses and determine the appropriate allocation among properties/entities. Maintain clear supporting documentation and an audit trail for all intercompany transactions. Vendor Insurance & Compliance Assist with maintaining accurate and current vendor insurance information and Certificates of Insurance (COIs) . Monitor vendor insurance expiration dates and follow up with vendors for updated documentation prior to expiration. Help ensure vendors meet the company's required insurance coverage and documentation requirements before performing work at company properties. Review COIs for required coverage information and escalate missing, expired, or insufficient coverage to management. Maintain organized records of vendor insurance documentation and expiration dates. Work with Property Management and Accounting to help ensure vendors remain compliant and up to date before invoices are processed and/or additional work is authorized. Assist with maintaining complete vendor files, including W-9s, insurance documentation, contracts, contact information, and other required records . Prime Areas of Responsibility 1. Maintenance Tickets, Work Orders & Cost Coding Ensure maintenance expenses are accurately tied to the correct maintenance ticket/work order, cost code, property, and LLC/entity. Management should be able to clearly determine what was spent, where it was spent, and what the expense was for . 2. American Express & Home Depot Reconciliations Perform detailed reconciliations of American Express and Home Depot accounts, obtain supporting documentation, investigate discrepancies, and accurately allocate each applicable charge. 3. Property & Entity-Level Cost Allocation Our real estate portfolio consists of multiple properties held under individual LLCs/entities . Expenses must be accurately assigned to the correct legal entity and property. 4. Intercompany Billing & Reconciliation Accurately process and reconcile intercompany transactions between related companies, properties, and LLCs , ensuring costs paid on behalf of another entity are properly billed, allocated, recorded, and reconciled. 5. Journal Entries & Account Reconciliation Prepare journal entries, reclassifications, accruals, corrections, and intercompany allocations as needed while maintaining appropriate backup documentation and an accurate audit trail. 6. Vendor Insurance & Compliance Help ensure vendors maintain current insurance coverage and required documentation, including COIs and W-9s, and proactively follow up when documentation is approaching expiration or is incomplete. Qualifications Seasoned, hands-on experience with Yardi Voyager is required. Candidates must be comfortable navigating Yardi Voyager independently and using the system as part of their daily AP and accounting responsibilities. Minimum of 2-3 years of accounts payable/accounting experience , preferably within commercial real estate, property management, or a related industry . Previous experience processing a high volume of invoices in Yardi Voyager strongly preferred. Experience with property-level accounting and multiple LLC/entity structures strongly preferred. Experience with intercompany billing, due-to/due-from accounts, allocations, and reconciliations strongly preferred. Experience preparing journal entries, accruals, reclassifications, and account reconciliations . Experience working with maintenance tickets, work orders, cost coding, and maintenance-related expense allocation preferred. Experience reconciling corporate credit cards and vendor purchasing accounts , including American Express and Home Depot, strongly preferred. Familiarity with vendor COIs, insurance requirements, W-9s, and vendor compliance documentation preferred. Strong understanding of accounts payable, general ledger coding, cost coding, vendor management, reconciliations, and general accounting principles . Experience with Yardi AP reporting, aging reports, vendor inquiries, payment processing, intercompany transactions, and general ledger functions. Ability to research transactions and troubleshoot discrepancies within Yardi. Ability to analyze financial information and clearly communicate findings to non-financial stakeholders. Excellent attention to detail and organizational skills. Ability to manage multiple priorities and meet deadlines in a fast-paced environment. Strong communication and problem-solving skills. Proficiency in Microsoft Office, particularly Excel and Outlook . High school diploma or equivalent required; associate's or bachelor's degree in Accounting, Finance, Business, or a related field preferred. What We Are Looking For This is not an entry-level Yardi position . We are looking for someone who has already worked extensively in Yardi Voyager and understands how accounts payable, maintenance costs, work orders, intercompany billing, journal entries, vendor compliance, property accounting, and multiple legal entities work together. We need someone who understands that accurate cost coding and entity allocation are critical . Every maintenance expense, Home Depot purchase, American Express charge, vendor invoice, journal entry, intercompany transaction, and applicable work-order cost needs to ultimately connect back to the correct property and LLC/entity . The right candidate should be organized, proactive, and comfortable following up with both internal staff and outside vendors to obtain missing receipts, coding information, approvals, insurance certificates, and other required documentation. Most importantly, we are looking for someone who can bring a strong working knowledge of Yardi Voyager to the position and help us improve the accuracy, organization, and visibility of our accounting and maintenance-related costs across the property portfolio. Applicants without hands-on Yardi Voyager experience will not be considered for this position.

Job Type:

Full-time Pay:

$30.00 - $35.00 per hour

Benefits:

401(k) 401(k) matching Dental insurance Flexible schedule Health insurance Health savings account Paid sick time Paid time off Vision insurance

Experience:

Yardi Voyager:

2 years (Required)

Work Location:

In person