Sr Accounts Payable Specialist

Company Description

The RRS Group, and its affiliated entities (collectively, “RRS”) have provided real estate development and related services to investment-grade clients for decades. Our expertise encompasses site acquisition, architectural design, and development management for commercial office and industrial properties.

Through an integrated service model, RRS delivers comprehensive enterprise solutions that address every phase of the building lifecycle. In addition to technical excellence, we offer strategic consulting in marketing, financial planning, and facility management ensuring that every project achieves its highest potential in performance, value, and sustainability.

Commitment to Community

For over two decades, RRS has maintained a strong commitment to the communities we serve. This commitment is further advanced through the RRS Making Lives Better Foundation, which provides meaningful support and resources to individuals and families in need. The Foundation reflects our belief that corporate success carries a responsibility to contribute positively to society and to improve the quality of life in the regions where we operate.

Our Core Values

Integrity | doing the right thing when no one is watching and acting with uncompromising honesty. We believe in maintaining lasting relationships based on honesty, consistency and the highest ethical standards. This creates credibility in our personal and professional relationships.

Caring | showing concern, empathy and compassion for others, ourselves, and our environment. Our care shows itself in our commitment to “safety first” in all we do. We encourage each other to be the best and hold each other accountable. We help those in need, contribute to the communities in which we work and develop creative ways to be responsible with our resources.

Integration | working unselfishly toward common goals across disciplines, teams, departments and regions. Our collective contributions are greater than our skills. We will be transparent and understand each other’s expertise to provide the most value when delivering our services to one another and our clients.

Innovation | developing new ideas and applying the solutions that differentiate us in valuable ways. We are not comfortable with the status quo. We remain accountable for continuous improvements in our results because we do not consider innovation an end in itself. We maintain an environment where we foster new ideas and encourage changes that help us improve.

                      If you share these core values, we have the right opportunity for you

Job Description

The Senior Accounts Payable Specialist is responsible for managing RRS Group’s accounts payable operations, ensuring accurate and timely processing of vendor and employee payments in accordance with company policies, internal controls, and U.S. GAAP. This role supports RRS Group’s Architecture, Real Estate, and project operations by maintaining strong vendor relationships, ensuring proper coding and documentation of expenses, and collaborating cross-functionally with Accounting, Project Management, Procurement, Development, and Operations teams.

The Senior Accounts Payable Specialist will play an important role in maintaining efficient financial processes across multiple projects, entities, vendors, and business functions while identifying opportunities to improve processes, automation, and reporting.

Essential Duties and Responsibilities

• Perform full-cycle accounts payable functions, including coding, vouchering, reviewing, matching, and processing invoices while ensuring compliance with AP policies, procedures, and internal controls.
• Process vendor and employee payment runs three times per month, ensuring payments are accurate, properly approved, and made on schedule.
• Review invoices related to architecture, real estate, development, construction, property operations, professional services, and project-related expenses for accuracy and proper coding.
• Review employee and corporate card expense reports submitted through Coupa, ensuring expenses comply with RRS Group policies and are properly documented.
• Review purchase requisitions submitted through ServiceNow for appropriate approvals, coding, supporting documentation, and compliance with internal policies.
• Collaborate with Project Managers, Architects, Real Estate teams, Procurement, and Operations to resolve invoice discrepancies, obtain approvals, and maintain accurate project financial records.
• Prepare month-end accruals and related journal entries for outstanding vendor invoices, project expenses, and other applicable costs.
• Respond to vendor and employee inquiries regarding invoices, payments, account balances, and payment status while maintaining professional and responsive relationships.
• Set up and maintain vendor records in SAP, including W-9 and W-8BEN documentation and other required vendor information.
• Maintain accurate and organized accounts payable files, records, approvals, and supporting documentation.
• Assist with annual financial audits by providing AP documentation, schedules, reconciliations, and supporting information to external auditors.
• Assist with UAT testing, system enhancements, process improvements, and automation initiatives designed to improve AP efficiency and accuracy.
• Prepare and generate 1099 forms in compliance with IRS requirements, ensuring vendor information and reportable payments are accurate and complete.
• Assist with reconciliations, reporting, and other accounting activities as needed.
• Support special Accounting and Finance projects, including initiatives related to process optimization, system implementation, and operational efficiency.
• Maintain confidentiality of financial, vendor, employee, and company information.
• Perform other duties as assigned.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements below represent the knowledge, skills, and abilities required for this position.

• Bachelor’s or Associate degree in Accounting, Finance, Business, or a related field, or equivalent combination of education and relevant experience.
• 1–3 years of experience in an Accounts Payable Specialist or similar accounting role.
• Experience supporting real estate, architecture, construction, property management, professional services, or project-based organizations is preferred.
• Strong understanding of U.S. GAAP, general accounting principles, and accounts payable processes.
• Strong understanding of invoice coding, three-way matching, purchase orders, accruals, and vendor management.
• Proficient in Microsoft Office, with intermediate to advanced Excel skills.
• Experience working with ERP and financial systems; SAP experience preferred.
• Experience with AP, procurement, expense management, or workflow platforms such as Coupa and ServiceNow is preferred.
• Strong attention to detail and ability to identify discrepancies and resolve issues accurately.
• Excellent communication and interpersonal skills with the ability to work effectively with internal teams, vendors, contractors, consultants, and other external partners.
• Strong organizational and time-management skills with the ability to manage multiple priorities and deadlines.
• Ability to work effectively in a fast-paced, multi-entity, and project-driven environment.
• Self-motivated team player with a strong work ethic, positive attitude, and commitment to continuous improvement.
• Ability to handle confidential financial information with professionalism and discretion.
• Strong analytical, problem-solving, and decision-making skills.
• Ability to identify opportunities for process improvement, automation, and operational efficiency.
• Ability to work collaboratively across Accounting, Finance, Architecture, Real Estate, Development, Project Management, Procurement, and Operations teams.

Preferred Qualifications

• Experience with real estate or project accounting.
• Experience processing invoices associated with construction, development, design, engineering, property operations, or professional services.
• Experience supporting multiple legal entities, projects, properties, or business units.
• Familiarity with 1099 reporting and IRS requirements.
• Experience with ERP implementations, UAT, workflow automation, or AP process optimization.
• Advanced Excel skills, including PivotTables, lookups, data analysis, and reporting.

Additional Information

What can you expect from us:

• Opportunities to learn and develop every day through a wide range of programs.
• Internal digital platforms that promote self-learning.
• Development programs according to Leadership skills.
• Specialized training according to the role.
• Learning experiences with internal and external providers.
• We love to celebrate success, which is why we have recognition programs for seniority, behavior, leadership, moments of life, among others.
• Financial wellness programs that will help you reach your goals in all stages of life.
• A flexibility program that will allow you to balance your personal and work life, adapting your working day to your lifestyle.
• And because your family is also important to us, they can also enjoy benefits such as our WellnessLine, thousands of Agreements and Discounts, Scholarship programs for your children, Aid Plans for different moments of life, among others.

Work Hours: Varies upon the needs of the global department.

RRS Group is an EEO Employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability or protected veteran status. RRS Group will also consider for employment qualified applicants with criminal histories in a manner consistent with EEOC guidelines and applicable local law.

RRS Group will consider for employment qualified applicants with criminal histories in a manner consistent with applicable local law, including the requirements of Article 49 of the San Francisco Police Code.

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