AP Specialist

Description

AP Specialists POSITION DESCRIPTION

Department: Accounting
Reports To: Area Controller and General Manager

Position Summary

The Accounts Payable Specialist is responsible for accurately processing vendor invoices, maintaining financial records, and ensuring timely payments in compliance with California regulations and company policies. This role supports multi-property operations, maintains strong vendor relationships, and ensures high standards of accuracy, confidentiality, and internal controls.

Key Responsibilities

Invoice Processing & Coding

• Review, verify, and process high-volume invoices for multiple locations.
• Match purchase orders, packing slips, and invoices; resolve discrepancies.
• Ensure correct GL coding aligned with property budgets and chart of accounts.
• Maintain organized digital and physical invoice files in accordance with retention laws.

Vendor Management

• Communicate with vendors regarding billing issues, statements, and payment status.
• Maintain accurate vendor profiles, W-9s, and payment terms.
• Assist with annual 1099 preparation and compliance.

Payment Processing

• Prepare weekly payment runs (checks, ACH, virtual cards).
• Ensure payments comply with internal approval workflows and segregation of duties.
• Reconcile vendor statements and resolve outstanding balances.

Compliance & Internal Controls

• Follow California labor, tax, and financial compliance standards.
• Support audits by providing documentation and responding to inquiries.
• Maintain confidentiality of financial and employee information.

Reporting & Reconciliation

• Assist with month-end closing tasks, including AP aging reports and accruals.
• Reconcile AP accounts and research variances.
• Support property managers with budget tracking and invoice status updates.

Cross-Department Collaboration

• Work closely with purchasing, operations, and property management teams.
• Support onboarding of new vendors and ensure proper documentation.
• Provide training or guidance to managers on invoice submission procedures.

Qualifications

Required

• High school diploma or equivalent.
• 2+ years of Accounts Payable experience (hospitality or multi-unit preferred).
• Strong knowledge of AP workflows, invoice matching, and vendor reconciliation.
• Proficiency in accounting software (e.g., QuickBooks, Sage, M3, NetSuite, or similar).
• Strong Excel skills (pivot tables, VLOOKUP, filters).
• High attention to detail and accuracy.

Preferred

• Experience with California tax rules (sales/use tax, 1099s).
• Hospitality or property management experience.

Physical Requirements

• Ability to sit for extended periods and work at a computer.
• Occasional lifting of files or office supplies up to 20 lbs.

Work Environment

• Standard office environment with frequent interaction across departments.
• May support multiple properties and remote teams.

Language skills: 

Should have the ability to read and interpret documents such as safety rules, safety awareness information, SDS, procedure manuals, keep logs and speak effectively to customers and associates with or without accommodation.   

Work Environment

The work environment characteristics described here are the responsibilities of those an associate will encounter while performing the essential functions of this job.   

While performing the duties of this job, the associate regularly works near moving mechanical parts, occasionally works in outside weather conditions, and is frequently exposed to vibration. The associate is frequently exposed to fumes or airborne particles, and toxic or caustic chemicals. The associate occasionally works in high precarious places. The noise level in the work environment varies. The associate will most often work alone. 

Equal Opportunity and At-Will Statement

Pierpoint Management and its properties are equal opportunity employers. The Company prohibits discrimination and harassment and provides reasonable accommodation as required by federal, state, and local law. This job description is not a contract and does not change the at-will nature of employment.

By signing below, you are verifying that you have read all of the above and will abide by all points of the Position Description to the best of your ability.

__________________________________ _________________________________

Associate Signature Date

Pierpoint Management is an equal opportunity employer. All applicants will be considered for employment regardless of age, color, creed, race, religion, sex, sexual orientation, gender, gender

identity and/or expression, genetic information, marital status, national origin, veteran or disability status or any other characteristic protected by federal, state or local law. In addition, Pierpoint

Management will provide reasonable accommodation for qualified individuals with disabilities. Our locations are drug-free. Background checks are required before employment begins.