Senior Manager - Accounts Payable and Banking

As Senior Manager-Accounts Payable and Banking , this role will provide a full-service product for each services provided to the client, as it pertains to accounts payable and banking needs.

Communication with the internal team and financial institutions and providing great service to the client in a friendly and helpful manner is essential.

This position ensures company policies and procedures are being adhered to as they pertain to banking.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Continuous

• Manage, train, supervise, and provide support to all transition and banking and AP positions.
• Make sure that payables are processed in accordance with A / P policy and procedures
• Manage the banking team to ensure all processes are being followed.
• Support banking associates on prioritizing, discrepancies, inquiries, and other essential needs as required.
• Maintain KWPM Lynk documents and information for A / P Dept. Upload reports and schedules on a regular basis
• Ensure compliance of the company's policies as outlined in Employee Handbook.
• Update and follow AP Property Specifications without exception
• Evaluate projects and continuously evaluate deadlines and re-prioritize. Should a process require updating this role will be responsible to identify efficiencies and implement them.

As Needed

• Update and create standard operating procedures (SOP).
• Special projects as instructed.
• Evaluating and proposing internal banking processes to minimize liability, provide great service to client, and automate as much as possible.
• Work with banking associates to standardize processes with financial institutions to have seamless processes.
• Update bank accounts in ClickPay.
• Set up and update Nexus workflow.
• Sending credentials to board members.
• Add and remove bank accounts in NexusConnect.
• Add and remove signatures from Jenark and NexusConnect.
• Deactivate NexusConnect for departed entities.
• Complete New Property Set up and checklist prior to turning over to AP Associate- bank code template, recurring expense set up, meet with accountant who oversees the implementation, make sure the workflow is working, refer to new property checklist.
• Are there any cancellation notices? Are we paying late fees? Go to the root of the issue and correct with write-up.
• Work with the banking dept. on Nexus set-ups and changes
• Processing full payable cycle including GL coding, vouching, & releasing payments. Must have experience dealing with high volume of invoices at a high pace while ensuring accurate & timely payments.
• Gather all A / P documents for exiting clients
• Reconciling AP vendor accounts to vendor statements. Investigating and resolving any past due balances.

Special Projects

Assisting vendors / property managers / accountants with any concerns regarding payments

Daily

• Manage the team to ensure they are adhering to expectations, policies and procedures. This included managing schedules and reviewing time cards daily.
• Answer inquiries.
• Review ticket system first thing in the morning. Re-assign tickets to meet the goals of the department.
• Close supervisor tickets or reassign as needed- Add / remove GL accounts, set-up recurring vouchers, process stop payments / voids

Weekly

• Meet with banking team.
• Meet with Vendor Set-up Associates
• Every Monday, run AP Aging and determine if there are lingering invoices
• Run AP Invoice Edit List to address any unposted invoices
• Run Nexus reports to address invoices not moving along the Invoice Register
• Maintain weekly A / P workflow chart and report to DMs at the end of the week
• Approve Maintenance and Security Deposit Refunds by Thursday noon.
• Review timecards and determine if there is a pattern of lateness, corrections, or any issues in which the supervisor needs to get involved.
• Keep track of overtime, if any, incurred by A / P Associates and be aware as to the reason why the OT was incurred.

Monthly :

• Conduct monthly AP Department meetings
• Select 3 properties by team member and audit recurring expense schedule. To audit these, pull the check history and running Invoice Summary report from Nexus to identify all recurring vendors, to include but not limited to : credit cards, utilities, contract, and insurance
• Conduct Analytics on Audit Modifications (Ritz and KWPM) : indicating Properties that require too much modification (two largest descriptions and invoice number) individual training by Corporate Trainer, AP associate performance additional training by AP Manager.
• Track AP Associate performance - keep track of errors, set timeframe for correction, verify that the performance was corrected
• Conduct Analytics of properties that do not have check runs every week - Are they creating emergency checks? Is there a pattern of late payments?
• Determine which associations have cash issues and ensure that the communication between AP and field is established to take care in issuing checks
• Speak to AP associates to identify who of the property staff requires additional training on AP Cycle, NexusPayables, Vendor Set-up
• Maintain and update NexusPayables Discussion Forum
• Analyze the AP operating procedures and make recommendations to improve process and efficiency

Every Other Week

Review banking tickets.

Quarterly

Review Property Assignment to ensure properties are distributed evenly among AP Associates.

Semi-Annually

• Maintain and update banking forms.
• Analyze the banking operating procedures and make recommendations to improve process and efficiency.

Annually

Select 10 random properties to verify DBPR has been updated with the financial institutions.

This position manages all employees of the department and is responsible for the performance management and hiring of the employees within that department.

While performing the duties of this job, the employee regularly works indoors in an office setting.

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.

While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls;

reach with hands and arms; climb stairs; talk or hear. The employee must occasionally lift or move office products and supplies, up to 20 pounds.

This is a full-time, exempt-salaried position. Days and hours of work are Monday through Friday, 7 : 30 a.m. to 4 : 30 p.

m. This schedule may change to accommodate the business needs of the company.

Some travel will be required to attend company sponsored meetings, training, and property visits to obtain signed board documents, when necessary.

• Must have at least 3 years of experience working in banking and high-volume A / P experience. ; Preferred 4-7 years of experience.
• Minimum of 2 years supervisory experience
• Bachelor's degree or equivalent experience
• Strong communication skills
• Proficiency in Microsoft Word and Excel
• Strong organizational, analytical, and research skills
• Keyboarding ability with accuracy at 45-50 words a minute
• Proven ability and desire to work in a number intensive environment
• Ability to work in a fast paced, dynamic business environment

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job.

Duties, responsibilities and activities may change at any time with or without notice.