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Accounts Payable Specialist

Company Overview

Furnished Quarters is the largest, independently owned and operated suppliers of global temporary housing, offering over 100,000 fully furnished apartments in more than 800 cities worldwide.

Headquartered in Manhattan, the company offers a core inventory of 1,500+ stylishly designed, strategically located, and completely furnished apartments in New York City, White Plains, New Jersey, Massachusetts, California, and Connecticut. Through formal national and global partnerships, we offer access to a wide portfolio of furnished apartments around the world.

Job Summary

The Accounts Payable Specialist is responsible for processing and ensuring accurate and timely payment of all invoices, credit card expenses, expense reports, security returns and commissions, rents, manual checks and other approved miscellaneous expenses.

Responsibilities and Duties

  •  Acts in accordance with all Furnished Quarters Core Values.
  •  Verifies all invoices submitted for payment and matches with approved purchase order.
  • Accurate posting of all invoices to the General Ledger.
  • Generates checks for payments and expenses.
  • Updates and maintains a file of all payment requests and invoices submitted.
  • Telephone skills, filing and accountability for numeric calculations.
  • Answer all incoming calls in a friendly and efficient manner.
  • Opens all Accounts Payable mail, stamps with date, and matches to receipts or purchase orders.
  • Ensures that necessary information is maintained to ascertain which vendors are subject to 1099 reporting and generate 1099 forms.
  • Processes all employees’ expense reports.
  • Processes all rental payments for all locations.
  • Obtains proper approval for all invoices.
  • Processes disbursements to vendors based on reconciliation of invoices, purchase orders and receiving documents.
  • Prepares all remittance information to be mailed with the checks.
  • Maintains vendor files in alphabetical order with all unpaid purchase orders being current.
  • Communicates with vendors in reference to purchase orders and invoices to ensure accurate payment to all vendors.
  • Separates all bills by company.
  • Enters all bills in and allocates to correct General Ledger codes. Posts invoices to the general ledger and maintains open invoice files.
  • Responsible for processing Citi AAdvantage Credit Card and American Express bill. This includes ensuring all receipts are attached as back up and classifying charges to the correct General Ledger account. 
  • Generates Trial Balance (in all companies), and e-mails to management for review.
  • Generates checks weekly for all companies.
  • Maintains paid invoice files for all companies.
  • Processes all Security Returns & Commissions from the Accounts Receivable department. Issues checks upon request.
  • Assists in the posting deposits, cash receipts, journal entries and budget transfers.
  • Assist others within the department and accounting office with any projects when necessary.
  • Strong ability to multi-task when needed as well as efficiency in the operating of multiple computer programs at a given time.

Qualifications and Skills

  • Bachelor Degree in Accounting, Hospitality or other business related degree required.
  • Two years previous accounting experience preferred.
  • Refinement of all computer skills including, but not limited to; Microsoft Office applications; Word, Excel, Outlook, Oscar, and SalesForce.
  • Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
  • Ability to read, write, speak, and understand the English language to communicate with management, clientele, and co-workers.
  • Ability to prioritize and to multi-task in a fast paced environment.
  • Excellent organizational and analytical skills with the ability to meet deadlines.

Benefits and Perks

  • Medical, Dental, Vision, Life Insurance, Long Term & Short Term Disability, Medical FSA, Commuter Benefits, 401k with Company Matching.
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