Position Summary
The Accounts Payable Administrator supports the financial operations of condominium corporations and managed properties by ensuring the accurate processing of invoices, timely vendor payments, and proper documentation of all financial transactions. This role requires strong attention to detail, familiarity with reserve fund and operating fund accounting, and an ability to coordinate with property managers, site staff, and contractors.
Key Responsibilities
- Review, verify, and process invoices for multiple condominium corporations/properties in accordance with management agreements and corporation budgets.
- Ensure all invoices are properly coded to operating or reserve fund accounts and approved by the designated property manager or board signing authority.
- Track, verify, and reconcile recurring contract invoices (e.g., cleaning, landscaping, mechanical, security).
- Process utility invoices and monitor consumption irregularities for escalation.
- Prepare weekly or biweekly payment batches (cheques, EFT, ACH) and ensure timely distribution.
- Maintain organized digital files of paid invoices, purchase orders, service requests, and backup documentation.
- Reconcile vendor statements and follow up on outstanding invoices, credits, and discrepancies.
- Coordinate with property managers and building superintendents to verify work completion before payment.
- Support month-end closing, including AP aging review, accruals, and coding corrections.
- Assist with annual audits by preparing AP listings, vendor files, and invoice samples.
- Monitor reserve fund project invoices for proper supporting documentation (quotes, board approvals, engineer certifications where required).
- Respond to contractor and supplier inquiries in a timely and professional manner.
Qualifications
- Post-secondary education in accounting, finance, business administration, or related field preferred.
- 2–4 years of experience in accounts payable within property management or multi-entity environments (preferred).
- Strong understanding of condominium corporation accounting, including operating vs. reserve fund allocations.
- Experience with property management accounting software (e.g., Yardi, Condo Manager, Buildium, TOPS, CINC).
- High proficiency in Microsoft Excel and digital invoice management systems.
- Strong attention to detail, accuracy, and organizational skills.
- Ability to manage large invoice volumes and meet deadlines across multiple properties.
- Professional communication skills and the ability to interact effectively with vendors, contractors, and property managers.
Core Competencies
- Multi-entity financial management
- Vendor communication and relationship management
- Accuracy and compliance
- Time management and prioritization
- Understanding of condominium governance and audit requirements
- Confidentiality and professionalism
Job Type: Full-time
Pay: $47,000.00-$51,000.00 per year
Benefits:
- Disability insurance
- Life insurance
- Paid time off
- Tuition reimbursement
Work Location: In person
