For 50 years, Olen has owned, developed, and managed distinctive commercial properties in Orange County, CA. Our portfolio consists of over 6 million sq. ft. of premier office and flex-industrial commercial properties.
Please visit www.Olen.com for more information.
ACCOUNTS PAYABLE SPECIALIST – COMMERCIAL PROPERTY
The Accounts Payable Specialist – Commercial Property is responsible for processing the accounts payable for a group of assigned utilities for the commercial property management. This includes, but is not limited to, matching invoices, input of the invoices, routing invoices for approval, preparing the checks, routing checks for signature and mailing payments to assure timely payment of commercial property management vendors.
REPORTS TO: Accounts Payable Manager - Commercial
ESSENTIAL DUTIES AND RESPONSIBILITIES
Duties includes but are not limited to the following:
1. Process allocated Commercial Property payables through AvidXchange using the Olen Policies-Accounting Invoice Workflow for the paperless process with the following guidelines:
A. When needed match invoices to AVID purchase orders.
- Review Header information for accurately, within three days of receipt of invoice in your Invoice Folder on Avid, and attach any additional documents adding comments for all payables received.
- Audit each invoice to assure not paying from statements or picking up prior balances and “Approve” to send the invoice to the Property Managers’ Invoice Folder for approvals.
- Assist with processing payment through MRI’s VendorPay and when needed select for MRI check printing and routing for signature.
- Prepare and maintain vendor files including scanning of the payables which were paid by MRI check.
- Communicate with Property Managers and Vendors as needed
- It is important that the Accounts Payable Clerk understands that the expenses are recorded on an accrued basis. This means that the expenses are recorded at the time the invoice is entered or sent from AVID to MRI
- Review Aged Invoice List on a Monthly basis to assure accuracy. Report older invoices to supervisor and Controller
- Assist with month end AP Close process
- Enter journal entries as directed by Controller
- Participate in general ledger review as directed by Controller.
- Assist with ensuring that all internal controls are in place and are being followed
- Other duties as assigned
Qualifications & Criteria
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation which does not impose an undue hardship on the Company may be made to enable qualified individuals with a disability to perform the essential duties of the job.
Education and Experience:
- High school diploma or general education degree (GED); Equivalent combination of education and experience
- 1 to 2 years Commercial Property A/P experience and/or training
Required Skills/Abilities:
- Excellent verbal and written communication skills.
- Excellent organizational skills and attention to detail.
- Knowledge of general financial accounting.
- Understanding of and the ability to adhere to generally accepted accounting principles.
- Proficient with Microsoft Office Suite or similar software.
- Working knowledge of property management software.
PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation which does not impose an undue hardship on the Company may be made to enable qualified individuals with a disability to perform the essential duties of the job.
Physical Requirements:
- Sedentary Work: The employee is regularly required to sit for extended periods, working on a computer.
- Use of Computer and Office Equipment: Frequent use of a computer and other office equipment such as a keyboard, mouse, and monitor are essential.
- Hand and Finger Dexterity: Must be able to operate a computer keyboard, telephone, and handle paperwork with precision.
- Visual Acuity: Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
- Communication: Regularly required to communicate verbally and in writing with others. Must be able to exchange accurate information in these situations.
- Occasional Lifting and Carrying: While the majority of the work is performed at the desk, employees may be required to lift and carry items weighing up to 15 pounds occasionally.
- Mobility: Ability to move within the office and attend meetings as necessary.
- Repetitive Motions: Regular use of hands and fingers for typing, writing, and handling paperwork.
This job description is intended to convey information essential to understanding the scope of the position and is not an exhaustive list of skills, efforts, duties, responsibilities, or associated working conditions.
Job Type: Full-time (8-hour shift), Monday – Friday
Location: Newport Beach, CA
Compensation: $26.00 - $29.00 per hour is the posted range and is flexible depending upon experience and skill level.
Benefits:
- Subsidized health insurance including medical, dental and vision
- Company Paid Life and LTD insurance
- 401(k) Plan including company match
- Paid time off
- Employee Wellness Program
- All other benefits and leaves as required by law
- And so much more!