Overview

EastBanc Inc is seeking an Accounts Payable Administrator to own day-to-day AP operations in a high-volume environment — and help shape how that work gets done as AI tools mature. This is an evolving role in a dynamic environment, looking for someone who is curious about technology, comfortable with change, and motivated to make their own work faster and smarter over time.

The ideal candidate is precise and reliable with invoices, payments, and reconciliations, and equally energized by the question “how could a tool do this for me?” As we layer modern automation and AI capabilities over our core systems (Nexus/Bottomline and MRI), this person will be a key partner in testing, adopting, and refining those tools — then carrying what they learn across the broader accounting team.

EastBanc Inc is a dynamic workplace working predominantly in the Real Estate space although it carries a few operating businesses as well in its portfolio. We value in-person interaction while recognizing variable work patterns and allow for growth and cross-over functions in a relatively flat org structure.

Key Responsibilities

Core Accounts Payable

• Process invoices and payments accurately and on time, including coding and entry
• Run ACH, check, and wire payments; upload positive pay files where applicable
• Verify funding prior to issuing payments
• Maintain organized electronic and physical AP records
• Research and resolve AP issues and discrepancies
• Maintain W-9 records and process 1099s
• Process recurring payables
• Assist with month-end close and account reconciliations
• Provide documentation and support to auditors and partners

Automation & Continuous Improvement

This is a small but growing part of the role. We expect this person to actively look for ways to reduce manual effort and to help us safely adopt new tools.

• Identify repetitive, manual, or error-prone steps in AP and propose ways to streamline or automate them
• Use and help configure AI-enabled features within Nexus/Bottomline and MRI — invoice capture/OCR, intelligent coding suggestions, duplicate detection, and workflow automation
• Pilot and evaluate agentic and AI tools layered over our existing systems while those platforms catch up to modern automation; document what works and where the tools “drift” or produce errors that need human oversight
• Build and maintain clean, well-structured data so automation and AI tools can run reliably
• Define simple checks and review steps so automated work stays accurate and auditable
• Help test, roll out, and train others on new system enhancements as functionality evolves
• Share repeatable improvements with the wider accounting team to extend their impact beyond AP

Vendor Onboarding & Communication

• Coordinate and manage vendor onboarding to the Bottomline/Paymode platform, including proactive outreach
• Collect and verify required documentation (W-9, banking details) and guide vendors through enrollment
• Serve as the primary point of contact for vendors, communicating clearly and professionally to resolve issues
• Follow up to ensure timely onboarding and transition to electronic payments
• Monitor onboarding status and maintain tracking so vendors are activated efficiently and accurately
• Partner with internal teams to move vendors from checks to ACH/Paymode
• Build strong vendor relationships through responsiveness and problem-solving

Revenue & Inventory Tracking (Vend/Stripe)

• Manage Vend inventory tracking
• Reconcile Vend payments
• Track and reconcile Stripe income
• Work with a proprietary revenue tracking system for one of our operating businesses called Advantage Booking

Additional Duties

• Maintain tracking spreadsheets for utilities, payments, and projects in Excel
• Assist with entity filings and reporting
• Collect and organize documents from affiliates
• Record monthly sales and transactions
• Prepare documents for authorizations and filings
• Assist with special projects and administrative tasks

Qualifications

Required

• 1–3+ years of accounts payable experience in a high-volume environment
• Strong organizational skills, attention to detail, and ability to meet deadlines independently
• Strong communication skills
• Strong Excel skills
• Experience with an ERP/AP system
• Demonstrated comfort with technology and a track record of learning new software quickly

What Sets the Strongest Candidates Apart

• Has used or experimented with AI/automation tools (e.g., OCR invoice capture, workflow bots, ChatGPT/Copilot-style assistants, or RPA) and can describe a process they made faster
• Thinks in terms of repeatable processes and clean data, not just one-off tasks
• Understands that AI tools can be wrong and builds in checks rather than trusting output blindly
• Adaptable and growth-minded — sees automating routine work as a path to more valuable responsibilities, not a threat
• Experience with Bottomline/Nexus strongly preferred; MRI a plus
• Real estate, property management, or construction experience preferred

Why This Role

You will help build the AP function of the next several years — choosing and tuning the tools, setting the guardrails, and spreading what works across the accounting team. We are looking for someone who wants to grow with that mission.

We offer a competitive salary and benefits package, including health, dental, vision, life, short-term disability, and long-term disability insurance, as well as monthly parking, cell phone reimbursement, and tuition reimbursement. The salary range for this role is between $60,000 and $75,000, depending on the candidate's experience.

All employment decisions are made without regard to race, age, creed, sex, religion, national origin, ancestry, disability status, veteran status, sexual orientation, gender identity or expression, genetic information, marital status, citizenship status, or any other basis as is protected by local, state or federal law.