Accounts Payable Specialist OnSite

Job Description

Castle Management is seeking a highly organized, detail-oriented Accounts Payable Specialist to manage high-volume, full-cycle AP processing across a diverse commercial and residential property portfolio. This is an on-site role for a deadline-driven professional who takes pride in accuracy, vendor relationships, and keeping financial operations running smoothly.

The ideal candidate brings hands-on experience with Yardi Voyager and Pay Scan
, strong reconciliation instincts, and a collaborative approach to working across teams.

• Match invoices to supporting documentation; code to the correct G/L and property; enter into the payable system for approval and payment
• Process A/P mail and email daily; ensure all invoices meet billing protocols and are paid on time
• Process tenant security deposit refunds accurately and on schedule

• Monitor and manage invoice approval queues; ensure efficient movement through Pay Scan workflows
• Reconcile credit accounts and prepare account analyses as needed
• Analyze Trust Account cash balances by owner; coordinate cash calls with the Bookkeeper as required
• Track and manage special project invoices and expenses

• Maintain and update vendor records in Yardi, including certificates of insurance and W-9 forms
• Prepare 1099 Miscellaneous and Form 542 as required
• Respond promptly to inquiries from vendors, Portfolio Managers, and Resident Managers

• Maintain organized A/P files
• Provide general administrative support including scanning, photocopying, and document distribution
• Other duties as assigned

• Experience: Comprehensive A/P experience with a solid understanding of full-cycle AP workflows; property management experience strongly preferred
• Technology: Proficiency in Yardi Voyager and Pay Scan preferred
• Speed & Accuracy: Minimum 45 WPM typing; minimum 10,000 keystrokes/hour data entry
• Soft Skills: Strong attention to detail, excellent verbal and written communication, customer-service orientation, and a reliable team-player mindset
• Work Style: Comfortable in a fast-paced, high-volume, deadline-driven environment; able to work independently and collaboratively

Associate's or Bachelor's degree; OR 3+ years of related AP experience; OR an equivalent combination of education and experience.

• Schedule: Monday–Friday, on-site (no remote work available)
• Physical Requirements: Must be able to sit, stand, walk, and occasionally lift up to 25 lbs.
• Work Environment: Open office with moderate noise level

Castle Management is an equal opportunity employer. We value accuracy, integrity, and team collaboration in everything we do.

Castle Management is a property management company located in San Ramon, CA. Founded in 1986, Castle Management has been helping rental property owners in the Bay Area succeed for decades.