Accounts Payable Representative

FirstService Residential; Winter Haven (FL); On-site; USD 22,000 - 28,000; Full time

Benefits offered by this job

Free gym access

Swimming pools

401k with company match

Job summary

FirstService Residential in Winter Haven, FL, is seeking an administrative professional to support accounts payable and vendor records. You will process invoices, match to POs and statements, and ensure accurate payments, while maintaining files and supporting month-end activities.

You will also assist with research, check payments, and front desk duties as needed, contributing to smooth departmental operations within the Poinciana community.

Qualifications

• Solid computer skills (Word, Excel, mass email, database management, etc.).
• Administrative background.
• Outstanding interpersonal, office management and communication skills, as well as a self-starter and multi-tasker.
• Critical thinking, problem solving, judgment and decision making.
• Ability to work independently, be self-driven, and prioritize opportunities.

Responsibilities

• Maintain open unpaid invoice file and open purchase file.
• Match invoices to purchases and statements; issue daily invoice reports.
• Input, maintain and update vendor file information in computer and hard copy files.
• Verify invoices for quantity, unit price, extension and discount; route for payment approval.
• Index records and run month-end reports as required.
• Handle incoming mail, file AP invoices, operate office equipment.
• Research records for information; run checks and verify signatures.
• Assist with duties as required by department, company and community.

Skills

Microsoft Word

Excel

Database management

Communication skills

Administrative background

Multi-tasking

Team player

Job description

Job Overview

Provides administrative and accounts payable support by processing invoices, maintaining vendor records, matching invoices to purchase orders and statements, and ensuring accurate payment documentation. Reviews and routes invoices for approval, maintains organized filing systems, prepares reports, and assists with month-end activities. Supports departmental operations by conducting records research, processing and verifying check payments, operating standard office equipment, and maintaining accurate financial records and filling in at the Front Desk when needed.

• Will help maintain open unpaid invoice file and open purchase file.
• Match invoices to purchases and statements. Issue daily report on invoices entered in the AP module.
• Inputs, maintains and updates all vendor file information in the computer and in the hard copy vendor file.
• Verifies invoices for quantity, unit price, extension and discount. Routes various invoices, with correct stamping, to proper departments for approval for payment.
• Indexes records and information, running month-end reports as required by Department.
• May receive, classify and route incoming mail.
• Files all AP invoices.
• May operate a typewriter, calculator, copier and/or other office machines.
• May conduct research of records for information relating to verification or location of other records or information.
• Running checks and verifying signatures.
• Perform such additional duties and responsibilities as may be required by the needs of the department, the company and the Poinciana community.

Description

Job Overview

Provides administrative and accounts payable support by processing invoices, maintaining vendor records, matching invoices to purchase orders and statements, and ensuring accurate payment documentation. Reviews and routes invoices for approval, maintains organized filing systems, prepares reports, and assists with month-end activities. Supports departmental operations by conducting records research, processing and verifying check payments, operating standard office equipment, and maintaining accurate financial records and filling in at the Front Desk when needed.

Essential Duties & Responsibilities

• Will help maintain open unpaid invoice file and open purchase file.
• Match invoices to purchases and statements. Issue daily report on invoices entered in the AP module.
• Inputs, maintains and updates all vendor file information in the computer and in the hard copy vendor file.
• Verifies invoices for quantity, unit price, extension and discount. Routes various invoices, with correct stamping, to proper departments for approval for payment.
• Indexes records and information, running month-end reports as required by Department.
• May receive, classify and route incoming mail.
• Files all AP invoices.
• May operate a typewriter, calculator, copier and/or other office machines.
• May conduct research of records for information relating to verification or location of other records or information.
• Running checks and verifying signatures.
• Perform such additional duties and responsibilities as may be required by the needs of the department, the company and the Poinciana community.

Additional Duties & Responsibilities

• May receive and issue receipts for payments.
• May calculate, prepare and mail bills for documents or services.
• Updates customer database for address changes, ownership changes, AR coding for billing and other information as directed.
• Will be cross‑trained in other accounting procedures for those times when other employees are on vacation, or if a vacancy occurs or at the discretion of the Department Manager.

Skills & Qualifications

• Solid computer skills (Microsoft Word, Excel, mass email, database management, etc.).
• Administrative background.
• Outstanding interpersonal, office management and communication skills, as well as a self-starter and multi-tasker.
• Critical thinking, complex problem solving, judgment and decision making.
• Exercise all duties and tasks in a cheerful and friendly manner as well as be a team player, together with office staff and residents, to achieve all events successfully.
• Ability to work independently and be self-driven, with ability to identify, plan and prioritize business opportunities.
• Ability to maintain positivity and diplomacy in a fast-paced environment.
• Excellent organization, motivation and interpersonal skills.
• Excellent customer service skills
• Ability to communicate and provide guidance.

Physical Requirements

• Ability to work under usual office conditions.
• Ability to work at a personal computer as well as be on the phone for extended periods of time.
• Must be able to stand, sit, walk and occasionally climb.
• The incumbent must be on call at all times and able to work extended and flexible hours and weekends as needed.
• Physical demands include ability to lift up to 30 lbs.

Supervisory Responsibilities

• None

Additional Information

• Schedule: Monday-Friday 8:00AM – 5:00PM
• Property specific perks (free access to gym, swimming pools)

What We Offer

As a full-time associate, you will be eligible for full comprehensive benefits to include your choice of multiple medical plans, dental, and Vision. In addition, you will be eligible for time off benefits, paid holidays, and a 401k with company match. Occasional travel may be required to attend training and other company functions.

Compensation

$16.00

Disclaimer

The above information in this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties, and responsibilities to this job at any time.

Automated Employment Decision Tool (AEDT) Usage

We may utilize an Automated Employment Decision Tool (AEDT) in connection with the assessment or evaluation of candidates. The AEDT is designed to assist in objectively evaluating candidate qualifications based on specific job-related characteristics.

Job Qualifications and Characteristics Assessed

The AEDT evaluates candidates based on job qualifications and characteristics pertinent to the role, including skills, experience, and competencies relevant to the position requirements. These qualifications are determined by the unique needs of each role within our company.

Alternative Selection Process or Reasonable Accommodations

Candidates who require an alternative selection process or a “reasonable accommodation,” as defined under applicable disability laws, may make a request through our designated contact channel [e-mail].

Requesting Information About the AEDT - NYC Local Law 144

Candidates who reside in New York City and are subject to NYC Local Law 144 may request information about the AEDT, including details on the type of data collected, the sources of such data, and our data retention policies. To submit a request, please contact us at [e-mail]; we will respond in accordance with Local Law 144, within 30 days.