AP System Administrator

FirstService Residential; Irvine (CA); On-site; USD 34,000 - 39,000; Full time

Benefits offered by this job

Medical, dental, and vision plans

401K match

Paid time off

Pet insurance

Tuition reimbursement

Legal services

Wellbeing support

Domestic partner coverage

Health savings account

Flexible spending account

Job summary

FirstService Residential seeks a Client AP Systems Administrator to support the Global Shared Services Client Accounts Payable team. You will manage the Invoice Management System (IMS), configure user profiles, design workflows, and ensure smooth onboarding of properties.

Collaborate with internal/external teams for improvements and provide user training. The role requires 3+ years in AP with IMS exposure, strong communication, and the ability to work autonomously within a fast-paced

Qualifications

• 3+ years of experience in accounts payable with IMS administration exposure.
• Associate’s or Bachelor’s degree in Business Administration or related field preferred.

Responsibilities

• Manage and create user profiles within the IMS, ensuring accurate access and configuration.
• Design, implement, and optimize workflows to support operational efficiency and compliance.
• Communicate with internal and external clients to ensure workflows and access fit the client’s need. Make recommendations as needed.
• Set up new properties and ensure proper integration with existing systems and user roles.
• Change invoice workflows, correct property assignment errors as requested.
• Collaborate with the IMS support team to diagnose and resolve complex technical issues.
• Update property banking information with the IMS provider.
• Add/remove GL code validations to properties.
• Monitor system performance and proactively identify areas for improvement.
• Document system configurations, workflows, and support procedures for internal reference.
• Provide training and support to IMS users on system features and best practices.
• Stay current with IMS updates and recommend enhancements as needed.
• Participate in special projects as needed.

Skills

IMS administration

User provisioning

Workflow design

Stakeholder communication

Analytical skills

Microsoft Excel

Problem solving

Education

Associate’s or Bachelor’s degree in Business Administration or related field

Tools

Invoice Management System (IMS)

Banking and GL code validations

Job description

Description

Job Overview:

A Client AP Systems Administrator is responsible for supporting the Global Shared Services Client Accounts Payable (AP) team in various capacities, primarily managing and optimizing the Invoice Management System’s (IMS) operational efficiency, compliance and user experience. This role involves configuring user profiles and access controls, designing and maintaining invoice workflows, and ensuring seamless integration of new properties into the system. The Administrator will proactively work with internal and external teams on continuous product and process improvement, providing technical support, resolving system issues, recommending workflow enhancements, and assist with implementations and rollouts. Additional responsibilities include maintaining documentation, updating banking and GL code validations, collaborating with the IMS support team on complex issues, and delivering user training.

This position is a critical and integrated member of the GSS Client AP team. A successful candidate will have previous related user management, internal controls and the ability to function effectively in a fast-paced, high transaction processing environment, be organized to stay current with system updates, and contribute to special projects, as needed.

The position requires an individual who is ambitious, self-directed, and capable of working autonomously or with the broader leadership team to achieve the business and financial goals of the company.

Compensation:

$25-28/hr

FirstService Residential will compensate the successful candidate in accordance with the posted range. The salary or wage paid to the successful candidate will be commensurate with experience, education, and specific job responsibilities. For positions designated at a client's property, the salary or wage will also be premised upon the client's directive. The base pay range is subject to change and may be modified in the future.

Your Responsibilities:

• Manage and create user profiles within the IMS, ensuring accurate access and configuration.
• Design, implement, and optimize workflows to support operational efficiency and compliance.
• Communicate with internal and external clients to ensure workflows and access fit the client’s need. Make recommendations as needed.
• Set up new properties and ensure proper integration with existing systems and user roles.
• Change invoice workflows, correct property assignment errors as requested.
• Collaborate directly with the IMS support team to diagnose and resolve complex technical issues.
• Update property banking information with the IMS provider.
• Add/remove GL code validations to properties.
• Monitor system performance and proactively identify areas for improvement.
• Document system configurations, workflows, and support procedures for internal reference.
• Provide training and support to IMS users on system features and best practices.
• Work collaboratively with other IMS Administrators to share feedback and recommendations.
• Stay current with the IMS updates and recommend enhancements as needed.
• Participate in special projects as needed.

Skills & Qualifications:

• Hold oneself and team accountable for delivering on business goals.
• Strong interpersonal and organizational skills with the ability to manage multiple priorities; detail oriented.
• Demonstrate and model company values with internal and external customers.
• Excellent relationship skills with external and internal clients; is persuasive and patient, listens well. Is willing to address concerns with colleagues in a straightforward, open, honest and respectful manner.
• Strong computer and systems knowledge and proficiency, including Microsoft Applications such as Word and Excel (e.g. Pivot Tables, VLOOKUP).
• Strong analytical skills to perform data collection and benchmarking against best practices.
• Proactively communicate issues to leaders.
• Support change management initiatives that bring people, process, and technology together to deliver a quality financial services customer experience.
• Use independent judgment, critical thinking, and problem-solving skills to resolve issues and provide guidance to team members and business partners.
• Strong written and verbal skills.
• Ability to work with sensitive or confidential information.
• Ability to work in a team environment as well as independently and be self-driven.
• Demonstrate understanding of internal controls and segregation of duties requirements to drive implementation of best practices.

Education & Experience:

• 3+ years of experience in accounts payable, including exposure to invoice management system (IMS) administration.
• Associate’s or Bachelor’s degree in Business Administration or related field preferred, or equivalent relevant experience.

Physical Requirements and Working Environment:

• Must be able to lift 25 lbs.
• Must be able to sit for extended periods of time.
• Must have finger dexterity for typing/using a keyboard.
• Must be able to communicate effectively with internal and external customers.
• Occasional overtime may be required.Consistent and regular attendance required.

Tools & Equipment Used:

• Computer and peripherals, standard and customized software applications and tools, and usual office equipment.

What We Offer:

• Medical, dental, and vision plans (full time and those working 30+ hours)
• Part time 20+ hours qualify for dental and vision
• 401K match
• Time off including vacation, sick, and company paid holidays
• Pet insurance available
• Tuition reimbursement
• Legal services
• Free emotional wellbeing and daily life assistance support for all associates
• Domestic partner coverage
• Health savings account
• Flexible spending account

About Us:

FirstService Residential transforms the property management landscape by providing professional association management services to over 9,000 residential communities across the United States and Canada.

Our dedication to associate satisfaction and growth is recognized by our Great Place to Work certification, exemplifying our commitment to fostering a positive and inclusive workplace culture. Our 19,000 associates can count on competitive salaries, top-tier medical, dental, and retirement benefits, career training, and support for continued professional development.

Experience exceptional service with a fulfilling career in property management with FirstService Residential.

To learn more about our company and culture, please visitwww.fsresidential.com/California

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.

FirstService Residential is an equal opportunity employer committed to a diverse and inclusive workforce. Applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), age, sexual orientation, national origin, marital status, parental status, ancestry, disability, gender identity, veteran status, genetic information, other distinguishing characteristics of diversity and inclusion, or any other protected status.

Qualified applicants with arrest and/or conviction records will be considered for employment in a manner consistent with federal and state laws, as well as applicable local ordinances. All offers of employment with FirstService Residential are contingent upon a satisfactory background check.

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 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.