Accounts Payable Coordinator

Waterton Search • Chicago, IL

9d • Hybrid

About The Position

The Accounts Payable Coordinator is responsible for performing accounting and clerical tasks related to the accurate and efficient processing of accounts payable transactions in a multi-entity environment. This role supports timely vendor payments, maintains accurate records, and ensures compliance with company policy and internal controls across property-level and corporate payables.

Requirements

• Associate degree in accounting or business-related field preferred
• Minimum of 3 years of automated accounts payable experience strongly preferred
• Yardi accounting software experience preferred
• Working knowledge of accounts payable best practices, internal controls, and segregation of duties.
• Ability to accurately interpret invoices, contracts, and vendor statements; strong attention to detail and data accuracy.
• Proficiency with AP automation/workflow tools and ERP/accounting systems (e.g., RealPage/Yardi) and Excel skills (lookups, pivots, reporting).
• Understanding of vendor onboarding requirements, including W-9 collection, 1099 indicators.
• Strong customer service mindset; ability to communicate clearly with vendors and internal stakeholders and manage sensitive/confidential information appropriately.
• Ability to prioritize and manage multiple deadlines in a high-volume environment, including month-end close and payment cycles.

Responsibilities

• Process high-volume invoices end-to-end (receipt, review, coding verification, approvals, entry, and posting) in accordance with policy, delegation of authority, and payment terms.
• Validate invoice accuracy (vendor, remit-to, property/entity, amounts, tax, PO/contract requirements, supporting documentation) and resolve discrepancies with vendors and internal partners.
• Maintain timely follow-up on missing approvals, rejected invoices, and exception queues; document resolution steps to support audit readiness.
• Support weekly payment processing by preparing payment runs, verifying payment details, and confirming holds/releases per established controls.
• Perform vendor statement reconciliations and research open items (credits, short pays, duplicate invoices, unapplied payments); coordinate corrective actions and reissues/voids as needed.
• Complete and maintain vendor setup/maintenance (W-9/1099 indicators, contact/remit updates and ensure required documentation is collected, reviewed, and retained.
• Monitor vendor status in RealPage/Yardi and resolve open issues; respond to vendor inquiries professionally and within expected turnaround times.
• Generate and review accounts payable aging and exception reports; identify items requiring follow-up and partner with on-site and corporate teams for resolution.
• Assist with month-end close activities, AP reconciliation support, and documentation requests.
• Prepare and provide supporting documentation for internal/external audits and compliance reviews.
• Participate in process improvement initiatives (standard work, automation adoption, and training documentation) and complete special projects as assigned.

Benefits

• Medical
• Dental
• Life
• Disability
• Pet insurance
• 401k + match
• Generous paid time off
• Volunteer time off
• Paid holidays
• Learning plans that include internal and external training
• Tuition reimbursement
• Employee discounts
• Wellness initiatives, like an onsite gym

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree