Accounts Payable Administrator

RMS Construction LLC; Stamford (CT); On-site; USD 50,000 - 65,000; Full time

Job summary

RMS Construction LLC is seeking an Accounts Payable Clerk to manage timely supplier payments and ensure accurate data entry in our systems. You will handle invoice entry across Timberline, Yardi, a hotel finance system, and QuickBooks, secure approvals, and address supplier inquiries.

The role requires a Bachelor’s degree and 2+ years in accounting/AP, with strong organizational and communication skills to thrive in a fast-paced environment.

Qualifications

• Bachelor's degree or equivalent in accounting, business administration or related field.
• 2+ years of accounting and accounts payable experience, or equivalent combination.
• Excellent interpersonal and customer service skills.
• Strong organizational, time management and attention to detail.

Responsibilities

• Own the accounts payable process from invoice arrival to settlement with supplier.
• Enter invoices into the system of record (Timberline, Yardi, hotel finance system, QuickBooks).
• File paper and digital supplier documents related to payables.
• Collect and enter information for new suppliers and subcontractors.
• Secure approvals, resolve disputes between internal staff and external parties.
• Serve as supplier point of contact for payments and inquiries.
• Collaborate with Construction and Property Management Groups to resolve disputes.
• Prioritize invoices to capture supplier discounts when available.
• Ensure accurate posting of payables in the system of record.
• Understand compliance issues (W-9, sales tax, etc.).
• Collect supplier contracts and insurance certificates as needed.
• Audit and process credit card bills.
• Perform miscellaneous clerical tasks as directed by the Director of Administration.
• Fill in for other AP/accounting staff during vacations/time off.
• Regularly produce AP activity reports for management.

Skills

Interpersonal skills

Customer service

Organizational skills

Time management

Verbal and written communication

Analytical and problem solving

Task prioritization

Integrity & confidentiality

Microsoft Office Suite

Yardi/QuickBooks experience

Education

Bachelor's degree in accounting or business administration

Tools

Timberline

Yardi

QuickBooks

Job description

The Accounts Payable Clerk is responsible for the timely and accurate processing of supplier payments. The Clerk ensures approval processes are appropriately followed, data is correctly entered into the system of record, and payments are made in a timely manner to suppliers. This position reports to the Accounting Manager.

ROLE RESPONSIBILITIES:

• Own the accounts payable process from the time a supplier invoice arrives at RMS to the time it is settled with the supplier
• Enter invoices into the system of record (Timberline, Yardi, hotel finance system, QuickBooks)
• File paper and digital copies of supplier documents associated with payables transactions
• Collect and enter required information for new suppliers and subcontractors
• Secure appropriate approvals for all invoices and resolve disputes between internal staff and external parties
• Serve as suppliers' point of contact for payment inquiries and disputes
• Work with members of Construction and Property Management Groups to resolve contract and payment disputes with suppliers
• Prioritize invoices to make sure supplier discounts are taken when available
• Ensure accounting activities for payables transactions are appropriately recorded in the system of record
• Understands compliance issues around accounts payable processes (W-9, sales tax, etc.)
• Collect supplier contracts and insurance certificates when project schedules require
• Audit and process credit card bills
• Perform miscellaneous clerical and administrative tasks at the guidance of the Director of Administration when required
• Fill in for other AP and accounting personnel during vacations and time off
• Regularly produce reports summarizing AP activities for management

ROLE REQUIREMENTS:

• Bachelor's degree or equivalent from a four-year college or technical school with coursework in accounting, business administration, or related field required.
• (2) years of accounting and accounts payable experience; or any equivalent combination of education, relevant experience and/or training.
• Excellent interpersonal and customer service skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Excellent verbal and written communication skills.
• Ability to function well in a high-paced and at times stressful environment.
• Strong analytical and problem-solving skills.
• Ability to prioritize tasks.
• Ability to act with integrity, professionalism, and confidentiality.
• Proficient with Microsoft Office Suite or related software.
• Experience with Yardi and QuickBooks is a plus.

RMS is an affirmative action/Equal Opportunity Employer