Accounts Payable Associate - Shared Services

Who We Are

Core Spaces (Core) is more than a real estate company, it's a people company. Where building relationships is just as important as building properties. From researchers and architects to designers and operators, Core is made up of risk takers and dreamers who are on a mission to invent the future of living. Our six cultural values guide us every day and we strive to live them in everything we do: PUSH (Invent Better Places to Live), GRIT (We Got This), LIFT (Help Each Other Win), SHINE (Bring Your Full Self), UPHOLD (Never Break Trust), GROW (Always Get Better). Everything Core does stems from this culture of collaboration and innovation, and the drive to constantly improve the resident experience. This unique approach has led to creating spaces and services that are redefining the way people live.

What We Do

Founded in 2010, Core is a vertically integrated company, focused on acquiring, developing, managing, and lending across the student housing and build-to-rent (BTR) sectors. Its residential communities feature world-class amenities, progressive design, and hospitality-driven client service. In its award-winning student portfolio, Core currently owns and/or manages over 37,400 beds and has a pipeline of over 35,000 beds in various stages of development. Core's BTR division currently has approximately 4,000 homes under development and in its pipeline in high growth metros across the country.* For more information, visit www.corespaces.com.

*Portfolio and pipeline numbers as of Q1 2024

Benefits That Matter

• A culture that provides you with a sense of belonging
• Hybrid and remote work options to promote work-life balance
• Competitive pay that values your contributions
• Annual incentive to reward your achievements
• Paid unlimited PTO to disconnect or celebrate life milestones
• Paid 16 holidays, including your birthday, to disconnect and celebrate
• Paid Parental Leave that begins after 90 days
• Paid volunteer time off to give back to your community
• Monthly workshop weeks; fewer meetings & more collaboration
• Robust health plan options that begin within at least 30 days of your employment
• Monthly phone reimbursement
• Wellness allowance and perks, including a yearly subscription to a meditation app
• An environment that provides you a voice to share your perspectives
• Employee Assistance Program (EAP) for access to confidential support services
• Company retirement options including 401(k) + matching & Roth account option

Position Overview

The Shared Services Associate Analyst directly supports the Accounts Payable (AP) and the Travel and Entertainment (T&E) Program which will contribute to Core's success by being a main point of contact providing excellence in customer service to external vendor relations, internal AP processes and procedures, and to Core employees who participate in the T&E Program.

The Shared Services AP and T&E Associate will work cross functionally with teams and system partners to perform key responsibilities including processing invoices and ensuring coding accuracy, resolving AP inquiries, reconciling, auditing, approving invoices for payment batches, reviewing expense reports to ensuring expenses are submitted in compliance with our travel and expense policy, in addition to reconciling intercompany transactions and completing cash settlement.

What You Will Do

Accounts Payable Responsibilities

• Vendor management of vendor accounts while staying in compliance with company policies and procedures.
• Perform data entry associated with invoice processing, review invoice accuracy, and process payments on a timely basis.
• General knowledge of parent/child relationship when it comes to the Intercompany AP process.
• Complete and finalize weekly check/EFT batches.
• Monitor the AP ticketing system inquires for invoices to process, questions to answer, and time sensitive payment requests.
• Respond to internal and external customers regarding all aspects of the Accounts Payable process.
• Reconcile vendor statements and resolving any discrepancies.
• Address and follow up with teams on outstanding 90-day old unreconciled checks.
• Reach out to communities about returned resident refunds.
• Support AP Close, by reporting outstanding invoices in the approval workflow or exception queues and communicating with teams on deadlines and to complete final review for a successful month end financial close.
• Quarterly review and audit of vendor ledgers in alignment with year end process for 1099 preparation.
• Directly participate with the Year End 1099 reporting process and submission of 1099 reports per IRS deadlines.
• Perform backup responsibilities for team members as assigned

Travel and Entertainment Responsibilities

• Audit expenses to ensure they are compliant with Travel and Business Expense policy, operational processes, and procedures. Reject non-compliant transactions and directly provide feedback of policy violations and provide employee guidance of policy requirements. Provide recommendations for policy updates and procedures as needed.
• Monitor the Abacus expense report queue weekly; perform employee and management approver outreach weekly for any pending items that are past due and provide guidance and deadlines for completion of pending items.
• Create custom T&E reports and leadership reporting packages using JPM and Abacus data to summarize/analyze spend to allow for effective leadership decision making.
• Serve as a point of contact while providing superior customer service to users in resolving various issues related to system and expense reporting.
• Process and release for payment / reject expense reports in expense management system (Abacus). Complete the interface of Abacus data into the general ledger and finalize the AR/Cross entity process for reimbursement back to corporate.
• Monitor all intercompany activity to ensure appropriate recording and coordinate all cash settlement requests in accordance with internal policies and procedures. Reconcile and validate all subsidiaries have completed funding to parent entity by required deadlines.
• Assist with the monthly financial close process including the full cash settlement and elimination of intercompany accounts. Prepare monthly reconciliations of intercompany and cash by entity, identify any discrepancies, and complete funding or journal entries as needed.
• Document user guides on best practices for submitting expenses in Abacus. Provide training to employees on how to use Abacus and training to managers on best practices for ensuring compliance with T&E policy.
• Complete monthly T&E reconciliation to ensure all transactions are recorded into the GL and variances are identified and explained. Ensure all credit card charges reconcile to data transmitted in Abacus and ensure cash is reconciled.
• Assist with month end close activities as it relates to expense management and credit cards.
• Define and document processes and procedures. Implement improvements and standardized operations to ensure operational efficiency, while providing recommendations for opportunities and efficiencies.
• Occasional travel may be necessary as needed
• Perform all other duties and tasks as assigned by management
• Must be able to complete all physical requirements of this role with or without a reasonable accommodation

Ideally, you'll have

• 2-3 years of operations experience within an AP/AR Intercompany and travel and expense environment
• Strong understanding and application of intercompany accounting principles and standards, including cash settlement.
• Bachelor's degree in accounting
• Subject matter expertise on intercompany operations and cash settlement, and travel and expense management tools, functionality, customizations, and reporting
• Strong Microsoft Excel and/or database skills, ability to use Pivot Tables and Vlookup formulas, a plus
• Analytical skills to collect, summarize and interpret financial results
• Highly adaptable to changing work environment and managing process change and new systems
• Ability to work on team projects and proactively own other tasks independently
• Exceptional attention to detail, good organizational skills, and proactive approach to problem-solving
• Strong written and oral communication skills and flexibility in responding to unanticipated situations
• Strong work ethic and willingness to take ownership/accountability, a strong sense of urgency, initiative, and drive
• Self-starter who can work with general direction, while planning personal activities to accomplish objectives
• Strong interpersonal skills, with the ability to collaborate effectively at various social levels and across diverse cultures
• Effective time management skills and ability to prioritize work, while achieving month end and operating deadlines

You'll crush it if you have experience with

• Real estate industry experience preferred
• Yardi (AP/AR and Intercompany)
• Entrata (Resident Management)
• JP Morgan Credit Card Program
• Abacus

Organizational Structure

Reports to: Senior Manager, Accounts Payable

Direct Reports: N/A

Disclaimer: Please note that job responsibilities, reporting lines, and duties outlined in this job description are subject to change to meet the evolving needs of the organization.

As an Equal Opportunity Employer, Core Spaces celebrates diversity and is committed to creating an equitable and inclusive environment, which creates a sense of belonging for all employees. We do not discriminate and believe every individual should be proud of who they are and the community they represent.