Accounts Payable Specialist

Accounts Payable Specialist

Accounts Payable Specialist

Optimum Professional Property Management, Inc., AAMC | Irvine, CA

Full Time Posted 04/26/2023

Apply to this position

Salary Range:$20.0000 To 22.0000 Hourly

This is a full-time onsite position, working Monday through Friday 8:00a-5:00p in Irvine, CA.

Come work with us!! We want you to join our team, why you ask? Well, it is one of the top places to work in Orange County. That’s right, Optimum has been recognized as one of OC Top Places to Work for the past 4 years and has a 4.4 CEO rating on Glassdoor!!

We offer competitive salaries, encourage work life balance and strong support from our fantastic team members.

This is a great opportunity for an accounting professional with experience in all aspects of accounting. The position will be responsible for handling the month-end close of multiple books, related variance analysis, oversee journal entries, cash management, and preparation of annual budgets for multiple Homeowner Associations.

We are excited to have you join our dynamic and talented team.


We offer a competitive salary along with medical, dental, life insurance, 401K match, mileage reimbursement, paid vacation, paid sick leave and paid holidays. We provide a work life balance by providing flex time and a generous amount of time off. We are proud of our on-going training program, certification opportunities and professional growth, these are just a few more ways we invest in YOU!


Our focus is to elevate industry service standards following our 25-year service vision. Our vision serves as the framework for our roadmap and guides every aspect of our business by describing what we need to accomplish, in order to continue achieving sustainable, quality growth. We are committed to enhancing our leadership and industry expertise to become the premier choice in community management.


This is a great opportunity for an accounting professional with experience in all aspects of accounting. The position will be responsible for handling the month-end close of multiple books, related variance analysis, oversee journal entries, cash management, and preparation of annual budgets for multiple Homeowner Associations.

  • Communicate with vendors – status of payments, etc.
  • Complete data entry through invoice queue

1. Complete association/vendor information

2. Ensure that “account number” is used where applicable for service contracts/utilities in order to bypass manager/board approval.

3. Complete by due date according to policies

4. Complete invoice total (which includes adding multiple bills for utilities for one total)

5. Complete coding for utilities, insurance and monthly contract items

6. Void incorrect invoice action items, such as statements, quotes or proposals

7. Contact vendors to revise their submittal process if invoices do not come through correctly

  • Check for duplicate invoices through the “possible duplicate” function in Vantaca and resolve discrepancies related to duplicates
  • Assist with check cutting when needed, including printing & packaging checks per association instructions
  • Obtain W-9’s for new vendors and input new vendor information into Vantaca accurately. This includes placing a hold on a vendor until a W9 is received
  • Signature cards – request & update new sig cards when new board members are elected
  • Assist with Digital Invoice Approval setup by obtaining board signatures and adjusting approvers when board changes arise
  • Setup and update maintenance contracts for associations, including utilities.
  • Audits

8. Request proposals from auditors

9. Prepare bid comparison sheet to go to Community Manager

10. Assist when needed to obtain draft audit from auditor

11. Process draft audit when received.

12. Process approved draft audit when received and follow up with manager as needed.

13. Process final audit for mailout when received (currently with Lead AP Representative)

  • Assist with transitions of new accounts including but not limited to transitioning utility billing addresses and autopay information
  • Work with Financial Managers to assist with posting expenditures in order to complete close
  • Communicate openly between departments in order to resolve questions and inquiries.
  • Handle emails regarding assigned association


The Accounts Payable Specialist must be able to maintain and accurately review, enter, monitor and audit accounts payable processes and procedures. Excellent organizational skills and attention to detail are necessary in order to perform the essential functions of the job. Must also be able to enter and audit invoices and other documents with accuracy, and have basic computer knowledge. Have the ability to work independently or with a team in a fast-paced and high volume environment.


High school diploma and two (2) years Accounts Payable experience


1. MS Office Suite

2. Office Phone System – Voicemail, call transfer, call hold, call park, and conference call

3. Type 80+ wpm minimum

4. Understand Internet

5. Vantaca operating system

6. 10-key Touch


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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Light physical effort (lift/carry/move objects up to 30 lbs)
  • Must have finger dexterity for typing/using a keyboard
  • Must be able to hear in order to receive telephone calls and voice mail messages
  • Must be able to sit for long periods of time, keyboarding in front of computer terminal
  • Must be mobile in order to move around office in order to make copies, process mail, etc.
  • Other frequent physical demands of the position are standing, talking, hearing, carrying, pushing, pulling, stooping, crouching, reaching, handling, and repetitive motions, eye/hand/foot coordination

Specific vision abilities required by this job include close vision, distance vision and the ability to adjust focus


All Team Members are required to conduct themselves in a professional manner at all times and adhere to all company policies and procedures. This job description is not limited to the items listed above. Other assignments may be required as deemed necessary by supervisor.

The above statements reflect the general information considered necessary to describe the principal functions of the job and should not be construed as a detailed description of all work requirements which may be inherent in the position.


Medical, Dental, Life Insurance, 401K match, paid vacation, paid sick leave, paid holidays plus birthday off, business casual environment and incentive programs! Orange County Register's Top Places to Work in OC for 4 years in a row!! High CEO rating on Glassdoor, check it out!!

Please e-mail resumes to: