AP Specialist

ACCOUNTS PAYABLE SPECIALIST
The Company
UBC Properties Trust (UBCPT) was established in 1988. We build financial legacy and create innovative spaces to live and learn. We develop, service and lease residential land at UBC to create communities and build UBC's endowment for future generations. We construct and manage rental properties to provide residential, retail and office space to support workforce housing and other academic objectives. We provide project management services to construct institutional buildings for UBC, and advise on land use and development. We operate on both the Point Grey campus and UBC Okanagan; and have two property management divisions, Village Gate Homes (UBC staff and faculty rentals) and Wesbrook Properties.

The Opportunity
We are seeking an experienced, full-cycle Accounts Payable Specialist to join our accounting team. This role provides accounts payable support for both the Property Management and Development teams and reports jointly to the Controller and Assistant Controller. The Accounts Payable Specialist is responsible for managing accounts payable activities with accuracy, efficiency, and a focus on excellent service for internal and external stakeholders.

The ideal candidate is professional, dependable, and adaptable, able to work effectively with a variety of personalities. You take a proactive approach to improving processes for greater efficiency, are a quick learner who can manage a variety of tasks, and take pride in your work. Strong interpersonal skills are essential, as this role involves interacting with vendors, Property Managers, and Development Managers for approvals and account reconciliations.

Key Responsibilities
Invoice Processing and Payments

• Upload invoices into the accounting system and assign the correct property, general ledger code and job code for both Property Management and Development projects
• Identify the correct workflow for each invoice to obtain necessary approvals from Property Managers or Development Managers
• Ensure all invoices are processed within required timelines
• Monitor invoice approvals closely, especially for Development projects where timelines are tight, and follow up promptly with managers when approvals are delayed
• Verify that contract balances on invoices are accurate before processing
• Ensure all required documentation for construction invoice draws, including updated statutory declarations and WCB Clearance Letters, is complete before processing
• Set up and update construction contracts in the accounting system as needed
• Process regular and special pay runs, ensuring timely payments to vendors
• Review and process invoice reclassifications and adjustments as needed

Account Reconciliation and Reporting

• Reconcile holdback and construction contract balances for development projects, ensuring alignment with vendor accounts
• Monitor and report on holdback and construction account activity, working closely with Development Managers to investigate and resolve discrepancies
• Support month-end close activities for both Property Management and Development teams, ensuring all payables are recorded accurately and within established deadlines

Vendor and Stakeholder Communication

• Communicate professionally with internal teams, including Property Managers and Development managers, to address invoice approvals, account reconciliations, and process-related questions
• Follow up promptly on outstanding approvals or discrepancies to ensure invoices are processed on time
• Communicate with vendors when necessary to resolve inquiries or issues

Additional Responsibilities

• Identify any issues or bottlenecks in the AP workflow and escalate or follow up as needed.
• Prepare and provide documentation for year-end audits and other financial reviews
• Provide coverage for Account Payable staff as needed, especially during vacation and peak periods
• Perform ad-hoc duties and projects

Knowledge, Skills And Qualifications

• Experience: 3–5 years' full-cycle AP experience in a high-volume environment, preferably in property management, construction, or real estate development.
• Education: Post-secondary education in accounting or equivalent, with solid understanding of accounting fundamentals.
• Technical Skills: Proficiency in MS Office (especially Outlook and Excel); Yardi Voyager and Yardi Elevate experience is an asset.
• Personal Attributes: Attention to detail, dependability, positive attitude, strong work ethic, desire to learn and grow, ability to work with diverse personalities, customer service focus, sense of urgency, prioritization and time management skills, ability to work independently, and proactive approach to process improvement.
• Communication: Excellent verbal and written communication skills.

Compensation And Benefits Package
At UBC Properties Trust, our benefits exemplify our values and focus on health, family, learning, hard work, and tenure.
Some benefits we have to offer (among others we have):

• Full Extended Benefits (health, dental, and vision)
• A health and wellness spending account
• RRSP Contribution
• Annual performance-based bonus and retention compensation
• Pet-friendly office
• Minimum 3 weeks paid vacation (increases with tenure) and 10 paid sick days

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