Accounts Payable & Vendor Compliance Associate | Position Summary

The Accounts Payable & Vendor Compliance Associate is responsible for supporting vendor compliance programs and policies, reconciling and researching national vendor statements, processing vendor compliance tasks, assisting vendors with vendor platform use, supporting 3rd party utility expense management (UEM) platforms, supporting vendor and utility account management for takeovers and disposition of properties, and assisting with vendor and payable compliance projects.

Accounts Payable & Vendor Compliance Associate | Job Functions

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

Perform vendor statement reconciliation for national vendors.
Review and resolve vendor issues.
Provide back-up support for regional management team on vendor issues.
Execute vendor compliance processes including new vendor set-up, W-9’s, & certificate of insurance.
Review & process expense reports in Concur.
Assist with user maintenance for Concur expense reporting and travel program as directed by manager.
Complete property onboarding responsibilities related to payables and vendor compliance including but not limited to:

Establish utility accounts for new takeovers/new developments as directed by the Property Transitions Department including setting up accounts with utility providers, setting up automatic drafts, setting up utility provider portals for paperless billing, updating utility logs, and enrolling in 3rd party utility expense management programs (if applicable).
Complete NCUC applications for NC submeter properties as directed by the Property Transitions Department.
Review property’s existing vendors and setup vendors for immediate payment as approved by the Property Transitions Department.
Enter open payables at takeover into Yardi as directed by the Property Transitions Department.
Complete and save signed W9 in company SharePoint.

Complete property offboarding responsibilities related to payables and vendor compliance including but not limited to:

Manage timely utility account disconnects for sold properties and account management transfers to new management companies for property dispositions coordinating closely with new owner/new management company to avoid disconnects as directed by the Property Transitions Department.
Prepare and send vendor notice letters for property dispositions.

Assist with pulling support for outgoing property due diligences such as utility invoices from Yardi, the UEM provider or from utility company portal as directed by the Property Transitions Department.
Setup/maintain property payment information for Amazon national account.
Maintain various logs and trackers including but not limited to: national account recon tracker, NCUC Docket log.
Assist with annual 1099 process.
Prepare and send annual vendor letters.
May provide payable data entry support to Regional Managers during takeovers, dispositions, or during times of Community Manager position openings at request and with approval from Accounts Payable & Vendor Compliance Manager.
Participate in special projects and department support as directed.

KNOWLEDGE, SKILLS, AND ABILITIES:

Must have strong attention to details to be able to accurately process payable and vendor data, identify discrepancies, and ensure accuracy.
Must have excellent verbal and written communication skills to interact with vendors, property managers, accounting, and other stakeholders.
Must have the ability to prioritize tasks, meet deadlines, and manage multiple projects simultaneously.
Must be able to maintain confidentiality.
Experience with vendor and payable compliance preferred.

LOCATION & HOURS:

Full-time, hybrid in-office in Greensboro, NC.

Hours of Work: business hours with flexible scheduling. 7:45am/8:45am to 4:45pm/5:45pm Monday through Friday. Remote every other Friday.

EXPERIENCE & EDUCATION:

High school diploma or GED required. Associate’s degree in Accounting or related business experience preferred. Previous experience in vendor management or apartment industry accounting preferred.

Benefits that Matter

When you join our team, you’re stepping into a culture built around growth, wellbeing, and genuine care for our people. We’re committed to helping you thrive—professionally, personally, and financially. Here’s what you can look forward to:

Personal & Financial Benefits

Enjoy Your Time Off: Start with 22 days of vacation, sick, and personal time
Make an Impact: Enjoy 16 hours of paid volunteer time annually.
Recharge & Celebrate:

10 paid holidays + 1 floating holiday of your choice
8 hours off to celebrate your birthday

Future Planning: Company 401(k) match to support your financial goals.
Financial Wellness Reimbursement: Resources to support your long-term financial health.
Referral Bonuses: Earn rewards for bringing great talent to the team.
Exclusive Discounts: Access to savings at over 1 million retailers and Hawthorne guest suite discounts.

Health & Wellness Benefits

Medical & Vision: Comprehensive plans designed for peace of mind.
Dental Insurance & Life Insurance: 100% company-paid coverage.
Paid Family Leave: Maternity, paternity, and adoption leave so you can focus on what matters most.
24/7/365 Telehealth Access: Connect with doctors anytime, anywhere.
Wellness Incentives: Earn rewards for taking care of your health.
Short-Term & Long-Term Disability Plans: Added protection for life’s unexpected moments.
Leave Bank: Additional paid time off during medical emergencies or natural disasters.
Fitness Reimbursement: Cash toward your gym or fitness membership.
Mental Wellness Tools: Free premium health and wellness subscriptions (a $450 value).
New Parent Perk: One year of free diapers for growing families.*

About Hawthorne

Hawthorne Residential Partners is a leading multifamily real estate management company headquartered in Greensboro, NC. We are proudly ranked among the Top 50 largest multifamily management companies in the United States, managing more than 64,000 apartment homes across 275+ properties and overseeing $12.5+ billion in assets throughout the Southeast, Florida, and Texas.

Hawthorne is nationally recognized for operational excellence and resident satisfaction and is currently ranked #1 in resident satisfaction among NMHC Top 50 Managers, holding the highest score of any Division I management firm in the country. Guided by our “Live It” culture to leave people better than we found them, we are committed to delivering exceptional living experiences through thoughtful execution and strong performance at every level of the organization.