Accounts Payable Administrator

Job Summary:  This role is based in the Chicago, IL Corporate Office and is part of the Shared Services Accounting team. The AP Admin is responsible for ensuring accurate and timely processing of invoices as well as other functions in the Payables Dept. This is a fast paced / high volume department processing over 15,000 invoices monthly across the organization as well as the central customer service contact for all properties and external customers.

Responsibilities:

• Assist with vendor maintenance and onboarding as needed
• High volume invoice processing - from start to finish including creation, GL coding, Purchase Order matching and sales and use tax review
• AP reconciliations, including reconciliation to general ledger, cash disbursement account, vendor statements, etc.
• Assist AP team with internal/external help desk ticketing system for AP inquires and to accurately resolve payment issues with vendors
• Weekly check run, including forecasting reports to Treasury and ensuring payments are made timely and accurately
• Voiding checks and related unclaimed property compliance
• Miscellaneous AP duties, such as emergency checks, filing, mail scanning, etc.
• Journal entry preparation -- AP reclassifications, Postage allocation, etc.
• Play a liaison role with resort Finance and Corporate personnel by providing AP assistance and best practice guidance
• Active involvement in process improvements - including OCR implementation
• Work with AP staff to establish dual controls of AP processes, including review and cross training of functions
• Work with AP team to create and update SOPs and maintain internal controls and compliance
• Assist with weekly/monthly ad hoc reports as needed - to include metrics and compliance reporting

Perform month end duties to include:

• Monthly accruals
• High volume invoice processing
• Sales and use tax filing preparation
• Condominium statement mailing, reconciliation and reporting
• Month end journal entry reclassifications

Perform annual duties to include:

• 1099 reporting, including B notices
• Unclaimed property reporting
• Vendor Statements / Debit balances

Required Qualifications:

• Associates Degree in Accounting or equivalent AP experience
• 1-2 years of progressive responsibility in an AP function
• High level of integrity and quality standards with commitment to accuracy and attention to detail necessary to maintain well-organized records for future audits
• Team-oriented style with a strong customer service attitude
• Experience with Microsoft Office applications, particularly Excel and Word
• Understanding timelines are integral to a consistent AP schedule
• Ability to multi-task between routine work, special projects and immediate priority items

Preferred Qualifications:

• Experience with Coupa Procure to Pay system a plus
• Strong interpersonal/customer service skills
• Ability to adapt quickly to changing priorities
• Advanced Excel knowledge - pivot tables, macros, V-look ups, etc.
• Experience of 1099 reporting, sales and use tax and unclaimed property