Invoice Specialist

Job Summary The Invoice Specialist reports to the Director of Operational Accounting and ensures the timely and accurate processing of vendor invoices. Primary responsibilities include identifying and resolving discrepancies, collaborating with internal departments and external vendors, and maintaining compliance with company policies and financial controls. Ensures efficient financial operations and maintains vendor relationships by reviewing invoices, purchase orders (POs) and invoice register (IR) details to ensure accuracy and resolving all exceptions to enable timely payment processing for the property portfolio.

The successful candidate will embody and work to reinforce MAA’s Core Values. Those values include:

• Appreciating the uniqueness of each individual
• Communicating openly and with integrity
• Embracing opportunities
• Doing the right thing at the right time for the right reasons

Duties and Responsibilities

• Reviews invoice, purchase order (PO), and invoice register (IR) details on system dashboards to ensure accuracy and consistency with standard operating procedures, including any exceptions or rejections.
• Investigates and resolves all PO and IR exceptions to enable payment processing in a timely manner including pricing errors, quantity mismatches and missing approvals.
• Ensures PO and invoice information is correct and valid before forwarding for property manager approval. Follows up on any steps to support PO creation or approval activities.
• Documents action taken or steps needed to be taken to resolve invoice issues and properly routes invoice to workflow approver.
• Reviews vendor statements to verify all listed transactions align with internal records. Communicates with vendors and internal stakeholders to clarify and correct invoice issues.
• Monitors invoice aging for all vendors by reviewing statements against financials, follows-up on payment status, provides feedback on any disputed invoices to vendor, and follows-up on approval delays and discrepancies with the appropriate stakeholder.
• Support month-end close activities and assist with account reconciliations. Maintains accurate records and documentation for audit and compliance purposes.
• Assists property personnel and departments with invoice processing procedures. Recommend process improvements to enhance invoice accuracy and workflow efficiency.
• Performs data entry for invoice processing.
• Monitors, audits, and maintains artificial intelligence tool knowledge base to ensure accuracy and enable optimal performance of centralized support.
• Collaborates effectively with team members and stakeholders using digital collaboration tools and platforms (e.g., email, video conferencing, project management applications) to coordinate tasks and share updates.
• Ensures availability during established working hours and applies self-motivation and time management to meet deadlines and deliver high-quality work independently. Adheres to company policies and security protocols while working remotely.
• Performs other related duties as assigned to meet the needs of the business.

Required Qualifications

• 1-3 years of experience in property management industry accounting and/or bookkeeping experience required.

Preferred Qualifications

• Yardi experience preferred
• Experience working with cross-functional teams preferred
• Process documentation and improvement experience preferred

Knowledge, Skills, and Abilities

• Accounts payable process knowledge for purchase order and invoice matching and payment processing
• Knowledge of basic accounting principles
• Mathematical competency to perform basic accounting calculations
• Analytical skills and attention to detail (e.g., quantitative data, numeric, recordkeeping)
• Organizational skills to prioritize, perform multiple tasks, and meet deadlines
• Ability to operate within a fast-paced environment and manage multiple projects simultaneously
• Skill and ability to communicate verbally clearly and concisely and in writing
• Critical thinking and problem-solving skills
• Flexibility and adaptability to change
• Computer skills and proficiency with Microsoft Office (e.g., Word, Excel, Outlook) or related applications
• Technical ability to learn and operate property management applications (e.g., Yardi)
• Ability to maintain confidentiality and maintain appropriate discretion

Physical and Environmental Requirements

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
• While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.
• This position requires the ability to occasionally lift office products and supplies, up to 30 pounds.
• This job operates in a professional office environment with occasional exposure to outside weather conditions. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Disclaimer Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.