Accounts Payable Specialist (Property Management)

Job Description

Job Description

Job Title: Accounts Payable Specialist

Location: Bloomfield, NJ (Corporate Office)
Reports To: Corporate Controller / Director of Accounting
Department: Finance & Accounting
Employment Type: Full-Time

Position Overview

The Accounts Payable Specialist will be responsible for the timely and accurate processing of invoices, vendor payments, and expense allocations across Sparrow Management’s multi-family property portfolio. This role ensures financial accuracy, compliance with Sparrow’s management agreements, and support for on-site and regional operations teams. The ideal candidate will possess strong organizational skills, a high attention to detail, and experience in property management or real estate accounting environments.

Key Responsibilities

Invoice & Payment Processing

• Review, code, and enter invoices into Yardi or equivalent accounting software in accordance with Sparrow’s chart of accounts and property budgets.
• Match invoices to purchase orders, contracts, and approvals; investigate discrepancies prior to posting.
• Manage weekly and monthly check runs, ACH payments, and vendor reimbursements in line with property-level cash flow schedules.
• Ensure compliance with management agreement standards for operating accounts, security deposit accounts, and payroll reserves.

Vendor Management

• Maintain accurate vendor records, including W-9s, insurance certificates, and licensing compliance per Sparrow’s vendor qualification protocols.
• Liaise with property managers, regional staff, and vendors to resolve invoice disputes or missing documentation.
• Support year-end 1099 preparation and ensure timely issuance in compliance with IRS regulations.

Accounting Support & Reconciliation

• Perform monthly AP close activities, ensuring all expenses are captured within the correct accounting period.
• Reconcile AP sub-ledger to the general ledger and assist with accrual entries for utilities, maintenance, and contract services.
• Support corporate and property-level audits by providing requested invoice and payment documentation.
• Assist with budget variance tracking and reporting of operating expenses to property managers and ownership groups.

Process Improvement & Internal Controls

• Uphold Sparrow’s internal control procedures for invoice approval workflows and segregation of duties.
• Recommend process enhancements to improve efficiency and accuracy in payables processing.
• Ensure consistent application of accounting policies across all managed properties.

Qualifications

Required:

• 2–4 years of experience in Accounts Payable or general accounting, preferably within property management, real estate
• Yardi Voyager experience preferable
• Proficient in Excel and general Microsoft Office tools.
• Excellent organizational, communication, and time management skills.

Preferred:

• Associate or Bachelor’s degree in Accounting, Finance, or related field.
• Experience handling AP for multiple properties or owners concurrently.
• Familiarity with vendor compliance, lien waivers, and contract management processes.

Core Competencies

• Accuracy & Attention to Detail: Ensures data integrity and clean reconciliations.
• Accountability: Takes ownership for property-level financial deadlines and compliance.
• Collaboration: Works effectively with corporate accounting, property managers, and ownership teams.
• Integrity: Maintains confidentiality and adheres to Sparrow’s fiduciary standards.
• Process Discipline: Follows established approval protocols and audit documentation standards.

Compensation & Benefits

• Health, dental, and vision insurance
• 401(k) with company match
• Paid time off and holidays

Company Description

Sparrow Management was founded in 2020 to provide quality property management and consulting services to real estate owners and developers, with tailored options specifically designed to meet the needs of smaller and mid-sized companies.

The company’s mission is to help clients maximize their financial returns, which is done in three ways: Bringing a holistic view of market trends and competition, performing comprehensive financial performance reviews, utilizing our network of quality, affordable vendors and suppliers

Company Description

Sparrow Management was founded in 2020 to provide quality property management and consulting services to real estate owners and developers, with tailored options specifically designed to meet the needs of smaller and mid-sized companies. \r\n\r\nThe company’s mission is to help clients maximize their financial returns, which is done in three ways: Bringing a holistic view of market trends and competition, performing comprehensive financial performance reviews, utilizing our network of quality, affordable vendors and suppliers