Accounts Payable Clerk

Job Title: Property Administrator – Accounts Payable

Job Description

The Property Administrator provides comprehensive administrative and accounts payable support to the Property Management Team and helps manage the day-to-day operations of a portfolio of industrial and office buildings. This role serves as a key point of contact for tenants, vendors, clients, and internal team members, ensuring that property-related administrative tasks, invoice processing, and records are handled accurately, professionally, and on time. The position is ideal for a detail-oriented, customer-focused professional with strong accounts payable and corporate office experience who is looking for a long-term opportunity with room for growth.

Responsibilities

• Provide comprehensive administrative support to the Property Management Team, including answering phones, responding to correspondence, filing, scanning, and distributing documents.
• Collect, open, organize, and maintain all property management mail, and distribute building mail to tenants in a timely and accurate manner.
• Serve as a professional, responsive point of contact for tenants, vendors, clients, and internal team members, delivering excellent customer service.
• Schedule and coordinate meetings, tenant events, property inspections, and other activities as requested by the Property Management Team.
• Assist with lease administration, including maintaining tenant contact information, tracking tenant insurance requirements, and preparing related reports.
• Learn and utilize Salesforce and Service Edge to assist with onboarding new vendors into the Yardi system and support property management workflows.
• Prepare, code (where required), and enter approximately 300 invoices per month into Nexus for Property Manager review and approval, supporting a high-volume accounts payable environment.
• Create and process annual invoices for property-related expenses in coordination with the Property Management Team.
• Monitor and track monthly invoices to ensure they are submitted and paid accurately and on time in accordance with invoice due dates.
• Assist with monitoring outstanding invoices and follow up with vendors, accounting, or the Property Management Team to resolve issues and ensure timely payment.
• Ensure accurate and timely completion of contract and certificate of insurance information in the applicable contract administration software.
• Track and maintain vendor contracts and certificates of insurance in Yardi, including monitoring expiration dates and following up with vendors for updated documentation to ensure compliance.
• Maintain organized lease, contract, vendor insurance, tenant, and other property management files in both electronic and physical formats.
• Maintain electronic and physical filing systems so documents are easily accessible and properly retained in accordance with company standards.
• Assist the Property Management Team with reports, spreadsheets, correspondence, and other administrative projects as needed.
• Monitor office inventory and ensure the property management office is adequately stocked with office, kitchen, and other necessary supplies.
• Assist with maintaining a professional, organized, and welcoming property management office for tenants, visitors, and coworkers.
• Plan and support quarterly tenant events by ordering food, supplies, and coordinating logistics to create a positive tenant experience.
• Promote and foster positive relationships with tenants, vendors, clients, and coworkers through professional communication and responsive service.
• Maintain confidentiality of sensitive tenant, financial, contract, and property information at all times.
• Provide general administrative assistance to the Property Management Team and perform other duties, responsibilities, and special projects as assigned.
• Work closely with a small team of three onsite property management professionals to support a portfolio of industrial and office buildings.
• Demonstrate a strong work ethic and willingness to take initiative, identifying tasks, following up on outstanding items, and taking appropriate action without constant supervision.

Essential Skills

• 2–4 years of recent experience in accounts payable, invoice processing, and a corporate office setting; this role is not suitable as a first job.
• Hands-on experience with high-volume invoice processing, including entering approximately 300 invoices per month.
• Strong accounts payable skills, including invoice entry and processing; experience with reconciliation and accounting support is highly valued.
• Customer service oriented approach with the ability to interact professionally with tenants, vendors, clients, and coworkers.
• High school diploma or GED equivalent required.
• Proficiency in Microsoft Office Suite, including Outlook, Word, and Excel.
• Strong written and verbal communication skills.
• Strong organizational and time-management skills with a high level of attention to detail and accuracy.
• Ability to prioritize and manage multiple tasks, deadlines, and requests in a fast-paced environment.
• Ability to work independently while also functioning effectively as part of a small team.
• Ability to give and receive direction and communicate professionally with decision makers and stakeholders.
• Ability to maintain confidential information and handle sensitive financial and tenant data appropriately.
• Demonstrated initiative, including the ability to identify tasks, follow up on outstanding items, and take appropriate action.
• Experience working in a corporate environment with a focus on administrative and customer service responsibilities.

Additional Skills & Qualifications

• Bachelor’s degree in business administration, real estate, property management, accounting, or a related field is preferred.
• Prior administrative or customer service experience in property management, commercial real estate, or a related field is a plus.
• Experience with Yardi and Nexus systems is highly preferred; familiarity with Salesforce, Service Edge, or similar property management/accounting platforms is an advantage.
• Experience in accounting, purchase order processes, and reconciliation is beneficial, even though this role does not require creating purchase orders.
• Experience in either residential or commercial property environments is welcome; exposure to industrial or office buildings is a plus.
• Strong interpersonal skills with the ability to build and maintain positive working relationships with tenants, vendors, clients, and coworkers.
• Professional demeanor with strong customer service skills and a positive, proactive attitude.
• Ability and willingness to learn new software systems, tools, and processes related to property and invoice management.
• Comfort working in a long-term temp-to-perm arrangement with the goal of conversion to a permanent role, subject to performance.
• Motivated mindset with a desire to grow and advance within a property management environment that offers significant room for advancement.

Work Environment

This role operates primarily in a professional office environment within an office building, working as part of a close-knit team of three property management professionals. The position is fully onsite, five days per week, with no remote or hybrid option, and requires consistent in-person presence to support tenants, vendors, and daily property operations. The portfolio consists of industrial and office buildings, and the role involves regular interaction with tenants and vendors, as well as occasional coordination of onsite tenant events. The office uses standard business equipment, including computers, telephones, photocopiers, scanners, printers, filing systems, and other office productivity tools. Core technologies and systems include Yardi, Nexus, Salesforce, Service Edge, and Microsoft Office Suite. The environment offers practical amenities such as onsite parking at no cost and an onsite café. The position is structured as a long-term temp-to-perm opportunity with clear potential for growth and advancement within the property management function. The work involves typical office physical demands, such as sitting, using a computer and phone, handling files, and occasionally lifting or moving office supplies and mail, while maintaining a professional, organized, and welcoming office setting.

Job Type & Location

This is a Contract position based out of Edison, NJ.

Pay and Benefits

The pay range for this position is $31.00 - $31.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Edison,NJ.

Application Deadline

This position is anticipated to close on Sep 24, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.