Description

Responsibilities:

• Manage Dweck Accounts Payable function using Yardi P2P, Yardi Full Service, Yardi BillPay, and Yardi VendorShield.
• Ensure payment processing is completed timely and accurately while adhering to departmental guidelines.
• Maintain Check Run files in the AP folder, using prescribed file naming convention.
• Ensure that all AP-related issues, requests, and questions, including VendorShield issues are addressed within 48 hours of receipt. 
• Maintain Accounts Payable email inbox (Acountspayable@DweckProperties.com) by responding to open items, flagging items that require additional time for resolution and moving emails that have been resolved to the appropriate folders.
• Ensure that all Accounts payable related issues/questions/resolutions are communicated via Accountspayable@dweckproperties.com for consistency, transparency and tracking. 
• Manage/maintain Yardi P2P 
• Review invoice workflows to ensure that all invoices are processed/paid on time. 
• Run the pending approval report on a weekly basis to ensure that invoices are approved in a timely manner ("Approver Overdue Days" should not exceed seven(7) days.) 
• Review the preliminary workflow in P2P daily to ensure that we do not have old invoices from prior month(s). Review and clear any zero-dollar items. Work with the site teams to ensure that they process all invoices with “preliminary” Expense Type. Send email to the site teams and CM for all invoices that are past 30 days and CC the department heads. 
• Review “Exception Queue” daily to:
• Research, analyze, and determine which exceptions need an action plan. 
• Move invoices into the correct workflow and clear duplicate invoices.
• Review Statements and research outstanding balances.
• Manage COI’s and W9’s by uploading to appropriate folders. 
• Communicate with site/CM teams about invoices that are past 30 days and CC the department heads. 
• Review the P2P Dashboard for No Workflow Attached, Workflow in Progress, Preliminary and Approved, but not paid.
• Review your Workflow Dashboard for “Wrong Property” and correct/follow-up daily.
• Review/Maintain/Monitor Yardi BillPay
• Monitor the BillPay Dashboard daily for any failed payments and make the necessary corrections and reprocess them.
• Monitor returned payments, resolve, and correct immediately.
• Void and reissue payments to vendors and residents adhering to company policy and guidelines. 
• Understand/Manage/Maintain Vendor Compliance using Yardi VendorShield
• Must understand company requirements of vendors including but not limited to W-9, COIs, liability insurance requirements. 
• Understand and adhere to company policy regarding vendor approval process. 
• Understand reasons/circumstances when vendors may be exempt from full VendorShield requirements. Prepare list of vendors to request “Override” with supporting exceptions and reasons for override request to present to compliance officer.
• Review un-synced vendors and inactive vendors regularly to ensure all active vendors on included on the Vendorshield dashboard.
• Work with at least ten vendors per week to ensure that they are approved in VendorShield.
• Maintain vendor compliance by reviewing at least five (5) vendors daily and requesting from site teams or vendors and missing or expired documents. Compile a report weekly to report on the status of the twenty-five (25) vendors reviewed. Reports should be submitted at the end of each workweek.
• Confirm the Dweck Task Order Service Agreement is completed when a vendor requests a separate Vendor Agreement. Save all task orders/agreements in the Vendor Ledger and upload to VendorShield. Confirm Vendor Agreement field marked “No” in VendorShield.
• Manage non VendorShield vendors by obtaining and updating COIs as needed. 
• Add new non VendorShield vendors manually in the system using an approved Vendor Request Form.
• Provide excellent customer service to internal and external customers in accordance with our service and communication guidance (C.A.R.E.)
• Perform other tasks as assigned.

Requirements

• Minimum of 3 years of experience in Accounts Payable field of work. 
• Experience in multi-family and Yardi P2P preferred.
• Hybrid position requiring 2-3 days in office.