Accounts Payable Specialist

Harlem Irving Companies, Inc. (also known as  HIC ) is a dynamic organization proudly celebrating over 70 years of success. Our thriving establishment continues to distinguish itself as a leading developer of award-winning retail, residential, commercial, institutional, and mixed-use properties in Chicagoland and beyond. Harlem Irving Companies maintains an unwavering commitment to excellence, which has been the hallmark of our company since its inception.

The Accounts Payable Specialist supports accurate and timely payment processing across multiple real estate entities. This role reviews, codes, and enters a high volume of vendor invoices; prepares inter-entity and specialty billings; maintains complete accounts payable and audit records; and works with vendors and internal departments to investigate discrepancies and carry issues through to resolution.

After training, this position is eligible for a hybrid schedule of four days in the office and one remote day per week, subject to seasonal and business needs.

• Receive and distribute accounts payable mail and invoice documentation.
• Review, verify, code, and enter a high volume of vendor invoices across multiple entities, ensuring appropriate documentation and approvals are in place.
• Prepare inter-entity, multi-entity, and other specialty billings and invoices.
• Identify potential duplicate invoices, coding errors, billing discrepancies, and missing support before invoices are processed.
• Support the Accounts Payable Manager in preparing weekly physical check runs by matching approved invoices to printed checks and confirming supporting documentation.

• Set up and maintain vendor records and complete required vendor due diligence, including obtaining and reviewing required documentation.
• Research and resolve invoice errors, billing mismatches, and missing documentation by coordinating with vendors and department managers.
• Follow open items through resolution and communicate status clearly to the appropriate parties.

• Assist with reconciling monthly vendor statements and contract billings to identify outstanding invoices, unapplied payments, or credit memos across the portfolio.
• Maintain organized and accurate digital and physical accounts payable records to support audit readiness and efficient retrieval.
• Provide accounts payable documentation and information to accounting team members and other departments as requested.
• Perform other accounts payable and administrative duties as assigned.

• Five or more years of dedicated accounts payable or bookkeeping experience.
• Experience working in a high-volume, multi-entity accounting environment strongly preferred.
• Strong proficiency in Microsoft Office, particularly Excel, including the use of formulas, sorting, and filtering.
• Experience with accounting or property management software, such as Timberline, SAP, MRI, or AS400, preferred.
• Ability to learn new accounting, database, and document management systems.
• Exceptional attention to detail and a high level of data-entry accuracy, with the ability to process a large volume of invoices efficiently.
• Strong organizational and time-management skills, with the ability to manage a high volume of transactions and competing deadlines.
• Sound judgment and the ability to investigate discrepancies, identify the appropriate next step, and follow issues through to resolution.
• Professional written and verbal communication skills when working with vendors, managers, and colleagues.
• Ability to handle confidential financial and vendor information with discretion.
• Dependable, collaborative, and able to work both…