Our Company
At DOXA, we are dedicated to connecting businesses with top-tier talent across various industries. Our mission is to deliver innovative solutions that drive exceptional outsourcing services, enabling companies to expand their teams and grow their operations seamlessly.
What sets DOXA apart is our commitment to fostering a vibrant and supportive team culture. Join us and be part of a culture that prioritizes your happiness and well-being, ensuring you thrive both personally and professionally.
Role Summary
The Accounts Payable Specialist and Admin is responsible for supporting day-to-day accounts payable operations, vendor administration, invoice processing, and property-related administrative workflows. This role handles high-volume invoice entry, 3-way matching, payment support, vendor record maintenance, and document tracking for corporate and property payables.
The ideal candidate is detail-oriented, organized, and comfortable working in a fast-paced AP environment with established processes and deadlines. While experience with Yardi Voyager 7s and Yardi Elevate Procure to Pay is preferred, candidates with strong transferable experience in ERP or AP platforms such as SAP, NetSuite, Oracle, QuickBooks, or similar systems will be considered. Training will be provided on Yardi-specific workflows, property management processes, and internal procedures.
LOCATION: Must be residing in the Philippines – Remote.
ENVIRONMENT: Philippines and International Teams.
WORK SCHEDULE: 9:00 AM – 6:00 PM Pacific Daylight Time (12:00 AM – 9:00 AM Philippine Standard Time), follows Philippine holidays
POSITION TYPE: Full-time
WORK ARRANGEMENT: Remote
Essential Functions
Accounts Payable Processing
- Process high-volume invoices accurately and in a timely manner through the company's AP platform.
- Perform 3-way matching for purchase order invoices, as applicable.
- Review invoices for accuracy, including vendor name, invoice amount, job/property coding, GL coding, and supporting documentation.
- Route invoices for approval and monitor approval status to ensure timely processing.
- Review vendor statements, identify missing invoices, and request outstanding documentation as needed.
- Support check runs, ACH payments, and other payment processing activities.
- Maintain organized digital records of invoices, receipts, payment documentation, and related AP files.
Vendor Administration
- Maintain and update vendor records, including W-9s, insurance documents, and other required vendor information.
- Support vendor account administration, including authorized buyers and child accounts for vendors such as Sherwin Williams, HD Supply, Lowe's, and similar accounts.
- Communicate clearly and professionally with vendors and internal teams regarding invoice status, payment questions, missing documentation, and account updates.
- Maintain and monitor the Payables inbox, ensuring timely response, routing, and follow-up.
Property Administration Support
- Assist with LLC renewals, city endorsements, and related administrative tracking.
- Support owner insurance renewal verification processes.
- Assist with insurance and mortgage statement management.
- Maintain accurate documentation for property-related administrative requirements.
- Follow documented workflows and escalate discrepancies, missing information, or compliance concerns as needed.
Systems, Documentation, and Process Support
- Use AP, ERP, accounting, or property management systems to enter, track, and update invoices, vendors, payments, and supporting documents.
- Learn and follow Yardi Voyager 7s and Yardi Elevate Procure to Pay workflows as part of role training.
- Maintain accurate records and follow established naming, filing, and document management standards.
- Support process improvements by identifying recurring issues, bottlenecks, or documentation gaps.
- Complete other ad hoc accounting, administrative, and AP-related tasks as assigned.
Qualifications
- Prior accounts payable experience required, preferably in a high-volume invoice processing environment.
- Experience with invoice coding, GL coding, payment support, vendor records, and AP documentation required.
- Experience performing 3-way matching for PO-based invoices preferred.
- Experience using ERP, AP, accounting, or finance platforms required; experience may include SAP, NetSuite, Oracle, QuickBooks, Yardi, or similar systems.
- Experience with Yardi Voyager 7s and/or Yardi Elevate Procure to Pay preferred, but not required.
- Property management, real estate, construction, or multi-entity accounting experience preferred.
- Proficiency with Microsoft Outlook, Excel, Teams, and Word required.
- Strong attention to detail and ability to maintain accuracy across repetitive, high-volume tasks.
- Strong organizational and document management skills.
- Clear written and verbal communication skills for timely interaction with vendors and internal teams.
- Ability to follow documented workflows, meet deadlines, and manage multiple priorities.
- Comfortable working remotely or in a hybrid environment, depending on company policy.
- Demonstrates ownership, curiosity, reliability, and a commitment to excellence in daily work
