Accounts Payable Specialist

Optimum Community Management, LLC.; Irvine (CA); On-site; USD 58,000 - 82,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Life Insurance

401K match

Mileage reimbursement

Paid vacation

Paid sick leave

Paid holidays

Birthday off

Business casual environment

Incentive programs

Company events

Job summary

Optimum Community Management, LLC. in Irvine, CA is seeking an Accounts Payable Specialist to manage month-end close for multiple homeowner associations, oversee journal entries, cash flow, and annual budgets.

You will ensure accurate coding, timely payments, and smooth vendor communications while supporting audits and system data in Vantaca. The role emphasizes accuracy, teamwork, and a proactive approach to process improvements within a fast-paced environment.

Qualifications

• High school diploma and two years Accounts Payable experience.
• Experience with month-end close, variance analysis and journal entries.
• Experience with cash management and annual budgets for multiple associations.

Responsibilities

• Communicate with vendors – status of payments, etc.
• Complete data entry through invoice queue
• Ensure account numbers are used for service contracts to bypass approvals
• Complete by due date according to policies
• Total invoices (including multiple utility bills)
• Code utilities, insurance and monthly contracts
• Void incorrect invoices and adjust related items
• Contact vendors to revise submission processes if needed
• Assist with check processing and printing checks
• Obtain W-9s and input vendor data into Vantaca
• Request and update signature cards for new board members
• Assist with Digital Invoice Approval setup
• Set up and update maintenance contracts for associations
• Perform audits and support draft audits
• Assist with transitions of new accounts and post expenditures for close
• Communicate openly between departments to resolve questions

Skills

Attention to detail

Organizational skills

Independent work

Education

High school diploma

Tools

Vantaca

Job description

We offer competitive salaries, encourage work life balance and strong support from our fantastic team members.

This is a great opportunity for an accounting professional with experience in all aspects of accounting. The position will be responsible for handling the month-end close of multiple books, related variance analysis, oversee journal entries, cash management, and preparation of annual budgets for multiple Homeowner Associations.

We are excited to have you join our dynamic and talented team.

HOW WE INVEST IN YOU

We offer a competitive salary along with medical, dental, life insurance, 401K match, mileage reimbursement, paid vacation, paid sick leave and paid holidays. We provide a work life balance by providing flex time and a generous amount of time off. We are proud of our on-going training program, certification opportunities and professional growth, these are just a few more ways we invest in YOU!

OUR COMMITMENT

Our focus is to elevate industry service standards following our 25-year service vision.Our vision serves as the framework for our roadmap and guides every aspect of our business by describing what we need to accomplish, to continue achieving sustainable, quality growth. We are committed to enhancing our leadership and industry expertise to become the premier choice in community management.

SUMMARY OF POSITION

This is a great opportunity for an accounting professional with experience in all aspects of accounting. The position will be responsible for handling the month-end close of multiple books, related variance analysis, oversee journal entries, cash management, and preparation of annual budgets for multiple Homeowner Associations.

• Communicate with vendors – status of payments, etc.
• Complete data entry through invoice queue
• Ensure that “account number” is used where applicable for service contracts/utilities in order to bypass manager/board approval.
• Complete by due date according to policies
• Complete invoice total (which includes adding multiple bills for utilities for one total)
• Complete coding for utilities, insurance and monthly contract items
• Void incorrect invoice action items, such as statements, quotes or proposals
• Contact vendors to revise their submittal process if invoices do not come through correctly
  • Check for duplicate invoices through the “possible duplicate” function in Vantaca and resolve discrepancies related to duplicates
  • Assist with check cutting when needed, including printing & packaging checks per association instructions
  • Obtain W-9’s for new vendors and input new vendor information into Vantaca accurately. This includes placing a hold on a vendor until a W9 is received
  • Signature cards – request & update new sig cards when new board members are elected
  • Assist with Digital Invoice Approval setup by obtaining board signatures and adjusting approvers when board changes arise
  • Setup and update maintenance contracts for associations, including utilities.
  • Audits
• Request proposals from auditors
• Prepare bid comparison sheet to go to Community Manager
• Assist when needed to obtain draft audit from auditor
• Process draft audit when received.
• Process approved draft audit when received and follow up with manager as needed.
• Process final audit for mailout when received (currently with Lead AP Representative)
  • Assist with transitions of new accounts including but not limited to transitioning utility billing addresses and autopay information
  • Work with Financial Managers to assist with posting expenditures in order to complete close
  • Communicate openly between departments in order to resolve questions and inquiries.
  • Handle emails regarding assigned association

SPECIALIZED SKILLS

The Accounts Payable Specialist must be able to maintain and accurately review, enter, monitor and audit accounts payable processes and procedures. Excellent organizational skills and attention to detail are necessary in order to perform the essential functions of the job. Must also be able to enter and audit invoices and other documents with accuracy, and have basic computer knowledge. Have the ability to work independently or with a team in a fast-paced and high volume environment.

EDUCATION and/or EXPERIENCE

High school diploma and two (2) years Accounts Payable experience

BENEFITS

Medical, Dental, Life Insurance, 401K match, paid vacation, paid sick leave, paid holidays plus birthday off, business casual environment and incentive programs plus we have many fun company events.