Job Summary

Harmony Homes LLC is seeking a detail-oriented and experienced Remote Accounts Payable (AP) Specialist to manage the full accounts payable cycle. This role is crucial to maintaining financial control, processing a high volume of transactions, and ensuring timely payment of real estate-related operational costs, agent commissions, and vendor expenses across multiple entities and properties.

Key Responsibilities

Invoice and Payment Processing

• Full-Cycle AP Management: Own the end-to-end accounts payable process, including receiving, reviewing, coding, and entering a high volume of vendor invoices and expense reports.

• Invoice Matching & Coding: Accurately match invoices to corresponding purchase orders (POs) or work orders and code expenses to the correct General Ledger (GL) accounts, department, and property cost centers.

• Payment Execution: Prepare and process weekly check runs, ACH payments, and wire transfers, ensuring proper authorization and approval documentation for all disbursements.

• Multi-Entity Handling: Manage accounts payable for multiple legal entities or properties, correctly allocating shared expenses based on company policy and property budgets.

Vendor and Financial Management

• Vendor Relations: Serve as the primary point of contact for vendor inquiries regarding payment status, discrepancies, and outstanding balances, resolving issues promptly and professionally.

• Reconciliation: Perform monthly reconciliation of vendor statements, the Accounts Payable ledger, and corporate credit card statements.

• Record Maintenance: Maintain accurate and up-to-date vendor files, including obtaining current W-9 forms, bank details, and compliance documentation.

• Expense Management: Audit and process employee expense reports and reimbursements, ensuring strict adherence to the company's expense policy.

Compliance and Reporting

• Month-End Close: Assist the accounting team with month-end and year-end closing procedures, including preparing accrual entries and reconciling AP accounts.

• 1099 Reporting: Ensure compliance with all tax regulations, accurately tracking vendor payments for year-end 1099 preparation.

• Audit Support: Maintain organized digital documentation and support internal and external audit requests related to accounts payable transactions.

• Process Improvement: Identify and recommend opportunities for AP automation and process improvements to increase efficiency and internal controls.

Qualifications and Skills

Required Qualifications

• Minimum of 3+ years of experience in a high-volume Accounts Payable role.

• Proven experience managing AP in a multi-entity or real estate/property management environment.

• Strong understanding of GAAP (Generally Accepted Accounting Principles) as they relate to accounts payable and expense reporting.

• Expert proficiency with at least one major accounting or ERP system (e.g., NetSuite, QuickBooks Enterprise, Yardi, AppFolio).

• Advanced skills in Microsoft Excel (VLOOKUPs, Pivot Tables) and other data manipulation tools.

• Exceptional attention to detail, organization, and time management skills to meet strict deadlines.

Preferred Skills & Knowledge

• Bachelor's or Associate's degree in Accounting, Finance, or a related field.

• Familiarity with digital AP automation tools (e.g., Bill.com, Ramp, Concur).

• Experience processing real estate-specific expenses like property taxes, commissions, and escrow disbursements.

Work Environment and Expectations

Remote Setup

This is a fully remote position. The candidate must maintain a secure, private workspace, a reliable high-speed internet connection, and professional communication tools.

Key Performance Indicators (KPIs)

• Invoice processing volume and accuracy rate.

• Average payment cycle time (Days Payable Outstanding - DPO).

• Compliance rate on expense reports and vendor documentation.

  
  

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