Accounts Payable Specialist

Harlem Irving Companies; Norridge (IL); Hybrid; USD 60,000 - 75,000; Full time

Benefits offered by this job

Annual bonus

Profit-sharing

Medical, dental, vision insurance

401(k) plan with company match

Paid vacation and holidays

Tuition reimbursement

Job summary

Harlem Irving Companies is seeking an Accounts Payable Specialist to support timely payment processing across multiple real estate entities. You will review and code a high volume of vendor invoices and prepare inter-entity billings.

After training, a hybrid schedule offers four days in the office and one remote day per week, with potential seasonal adjustments. Ideal candidates have extensive AP experience in a multi-entity environment, strong Excel skills, and familiarity with Timberline, SAP,

Qualifications

• Five or more years of accounts payable or bookkeeping experience.
• Experience in high-volume, multi-entity accounting environments.
• Proficiency in Microsoft Excel and Excel formulas.
• Experience with accounting or property management software such as Timberline, SAP, MRI, or AS400.
• Ability to learn new accounting systems.

Responsibilities

• Process high-volume vendor invoices across multiple entities.
• Prepare inter-entity and specialty billings.
• Identify duplicate invoices, coding errors, and missing supporting documents.
• Assist AP Manager in weekly check runs and documentation.
• Maintain organized AP records for audit readiness.

Skills

Accounts payable

Excel

Multi-entity accounting

Vendor management

Tools

Timberline

SAP

MRI

AS400

Job description

Harlem Irving Companies, Inc. (also known as \"HIC\") is a dynamic organization proudly celebrating over 70 years of success. Our thriving establishment continues to distinguish itself as a leading developer of award-winning retail, residential, commercial, institutional, and mixed-use properties in Chicagoland and beyond. Harlem Irving Companies maintains an unwavering commitment to excellence, which has been the hallmark of our company since its inception.

Position Overview

The Accounts Payable Specialist supports accurate and timely payment processing across multiple real estate entities. This role reviews, codes, and enters a high volume of vendor invoices; prepares inter-entity and specialty billings; maintains complete accounts payable and audit records; and works with vendors and internal departments to investigate discrepancies and carry issues through to resolution.

After training, this position is eligible for a hybrid schedule of four days in the office and one remote day per week, subject to seasonal and business needs.

Key Responsibilities

Invoice Processing and Payment Support

• Receive and distribute accounts payable mail and invoice documentation.
• Review, verify, code, and enter a high volume of vendor invoices across multiple entities, ensuring appropriate documentation and approvals are in place.
• Prepare inter-entity, multi-entity, and other specialty billings and invoices.
• Identify potential duplicate invoices, coding errors, billing discrepancies, and missing support before invoices are processed.
• Support the Accounts Payable Manager in preparing weekly physical check runs by matching approved invoices to printed checks and confirming supporting documentation.

Vendor Administration and Issue Resolution

• Set up and maintain vendor records and complete required vendor due diligence, including obtaining and reviewing required documentation.
• Research and resolve invoice errors, billing mismatches, and missing documentation by coordinating with vendors and department managers.
• Follow open items through resolution and communicate status clearly to the appropriate parties.

Reconciliation and Recordkeeping

• Assist with reconciling monthly vendor statements and contract billings to identify outstanding invoices, unapplied payments, or credit memos across the portfolio.
• Maintain organized and accurate digital and physical accounts payable records to support audit readiness and efficient retrieval.
• Provide accounts payable documentation and information to accounting team members and other departments as requested.
• Perform other accounts payable and administrative duties as assigned.

Qualifications

• Five or more years of dedicated accounts payable or bookkeeping experience.
• Experience working in a high-volume, multi-entity accounting environment strongly preferred.
• Strong proficiency in Microsoft Office, particularly Excel, including the use of formulas, sorting, and filtering.
• Experience with accounting or property management software, such as Timberline, SAP, MRI, or AS400, preferred.
• Ability to learn new accounting, database, and document management systems.
• Exceptional attention to detail and a high level of data-entry accuracy, with the ability to process a large volume of invoices efficiently.
• Strong organizational and time-management skills, with the ability to manage a high volume of transactions and competing deadlines.
• Sound judgment and the ability to investigate discrepancies, identify the appropriate next step, and follow issues through to resolution.
• Professional written and verbal communication skills when working with vendors, managers, and colleagues.
• Ability to handle confidential financial and vendor information with discretion.
• Dependable, collaborative, and able to work both independently and as part of a team.

Why Join Us

Join an established and respected real estate company with more than 70 years of success and a diverse portfolio of properties.

Compensation and Benefits

• Annual salary of $60,000 to $75,000, depending on experience and qualifications
• Annual bonus opportunity
• Discretionary profit-sharing opportunity
• Standard 37.5-hour workweek
• Medical, dental, and vision insurance
• 401(k) plan with company match
• Company-paid short-term disability, long-term disability, and life insurance
• Employee Assistance Program (EAP)
• Paid vacation and personal days, plus a generous paid holiday schedule
• Tuition reimbursement for eligible employees
• Educational Assistance Scholarship Program for eligible children of full-time employees

Employment Type

Full Time

Reports To

Accounts Payable Manager

Harlem Irving Companies is an Equal Opportunity Employer