Key Responsibilities

Daily Responsibilities

• Monitor the AP general inbox for the CMF (Canadian Multi-Family) portfolio.
• Organize invoice files by moving invoices to the correct property folders.
• Save and rename invoices using standardized naming: Invoice Number + Vendor Name.
• Enter invoices into Yardi accurately and consistently (daily invoice processing).
• Request approvals for non-PO invoices and follow through until completion.
• Respond to internal and external inquiries related to invoices, vendor details, and payment status.
• Maintain vendor records, including:
• Vendor setup and vendor account maintenance
• EFT updates and bill pay setup
• Submit invoices for final approval when ready.

Weekly Responsibilities

Every Monday

• Upload the AP tracker to SharePoint for Operations review (PO gaps, PO timing issues, and related exceptions).
• Perform cash entries and bank reconciliation.
• Clear payments processed via bill payment, pre-authorized debits, or wire transfers.
• Clear HSD online payments for assigned properties.
• Allocate USD-paid invoices appropriately.

Every Monday

Cleanup day: ensure all new invoices are entered in Yardi and the AP tracker is updated and ready for Monday upload.

Semi-Monthly Responsibilities

• Support payment processing for two payment runs:
• First week of the month
• Before the AP cutoff (typically before the 18th/19th, depending on the calendar)

Monthly Responsibilities

• Vendor account reconciliation and statement reviews.
• Investigate discrepancies and reconcile vendor statements received.
• Review and validate aging reports.
• Record and allocate pre-authorized debits before AP month-end.

Invoice Types / Coverage Scope

• Handle both Canadian and U.S. invoices, including:
• USD invoices paid via wire transfers
• Canadian invoices paid via pre-authorized debit (especially utilities)

• Process invoices related to:
• supplies, maintenance, legal, communications, marketing, contracts (elevator, security, cleaning), recurring invoices, utilities, technology, and yard-related invoices.

Future Responsibilities (After Ramp-Up)

• Process tenant refunds (moved-out tenants, denied applicants, or tenant refunds for costs such as damages):
• High priority; must be processed within 5 business days upon instruction from AR personnel.
• Expand ownership to take on broader property invoice processing as part of