Invoice Coordinator | 59915103517

JOB DESCRIPTION 
 
 
Title:  Invoice Coordinator  
Exempt/Nonexempt:  Non-Exempt, Full‐Time 
Department:  Retail Property Management  
Salary Range: $1200  - Commensurate w/experience
Reports to:  Retail Coordination Manager 
 
 About the Client:
We have been in the commercial real estate business for 87 years. Its property management portfolio currently consists of office and retail properties covering approximately 15 million square feet. A core conviction of the Company’s Principals is the belief that each employee is responsible for making an important contribution to the  success of the Company, as well as the performance of the properties in the Company’s portfolio.  This expectation is not limited by the specific parameters of the job description.  It is our expectation that each employee will offer his/her help wherever and whenever reasonably necessary to ensure the success of the Company’s endeavors.  This summary 
is not intended to be all-inclusive; it is simply meant to be used as a guide and may be revised from time to time at the sole discretion of the Company.   
 
General Position Summary:  
 
The Invoice Coordinator provides general administrative support in the role of accounts payable invoice processing for the Retail Management Department.  It is essential that this individual expresses a professional and courteous attitude and is team oriented.  This individual must be detail oriented, organized, self-motivated and dependable. This 
individual must be willing to contact tenants and vendors by phone when necessary. 
 
 
Essential Functions/Major Responsibilities: 
 
  Saves and submits non-utility invoices for processing into Avid and Yardi. 
  Codes and approves all invoices in Avid and Yardi for assigned properties. 
  Maintains a tracker to ensure invoices are submitted and approved in a timely manner. 
  Requests necessary documentation from vendors to set them up for payment. 
  Obtains Certificates of Insurance from a new vendor. 
  Performs a variety of administrative tasks for assigned staff including, but not limited to entering monthly sales into Avid or Yardi, assisting with special projects related to acquisition of new properties and transferring sold properties, assisting with utility transfers and managing certificates of insurance by contacting tenants and vendors to obtain updated certificates as needed 
 
 
Interpersonal Contacts: 
 
It is essential that the Invoice Coordinator reflects and adheres to the highest standards of ethical behavior.  He or she is expected to express a professional, courteous attitude, as well as be team oriented.  Contacts are normally made with others, both inside and outside the organization.  External contacts occur with investors, regulatory agencies, vendors, and community partners.  Internal contacts occur with all levels and areas of the organization, including other department  heads,  asset  managers  and  staff.  Contacts  are  usually  made  on  own  initiative  and  often  concern confidential or sensitive matters requiring the use of discretion, negotiation, or persuasion.  
 
 
Education/Experience 
 
  Experience & proficiency with Windows, MS Office programs, including Excel, Word and Foxit or Adobe PDF Editor, and property management software, including Avid, MRI and Yardi 
  Minimum of 2 years’ administration experience in commercial real estate with an emphasis on accounts payable. 
  Requires basic knowledge of financial terms and principles.  Ability to calculate simple figures and percentages.  
  Ability  to  understand  and  carry  out  general  instructions  in  standard  situations.  Ability  to  solve  problems  in standard situations.  Requires basic analytical skills. 
  Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding.  Ability to write routine correspondence.  Ability to respond to common inquiries from co-workers, and/or their supervisor.   
  Desire to work within a diverse, collaborative, and driven professional environment. 
  Ability to work under pressure, manage workload, and meet deadlines consistently; exceptional attention to detail and highly organized.