Property Accounting Administrator

Job Description

POSITION SUMMARY

Be responsible for receiving, sorting, and entering invoices into our related systems, as well as tracking payments and paying vendors on time. Responsible for managing AR/AP as well as invoices, vendor-related items, tenant bill-backs and all other accounting duties.

Excellent detail-oriented organizational skills and able to work in a fast-paced environment. Has the ability to multitask effectively. Assists and provides positional accounting support to the Director of Property Management, Property Manager(s), and Engineering as required. Works on special projects as directed by Director of Property Management. Can be flexible to adjust work schedule from time to time as necessary for assigned projects or monthly work loading.

CERTIFICATES, LICENSES & REGISTRATIONS

None required.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

· Provides accounting support to local and home office property management staff as directed.

· Filing as appropriate kept up to date.

· Assists on special projects, from time to time, as assigned.

· Effectively use the company provided technology to keep records, send and receive communication and use of internet to research materials and equipment.

· Actively participates in activities associated with the management of workplace health and safety.

· Identifies and reports in a timely manner any health and safety risks, accidents, incidents, injuries, and property damage at the workplace.

· Complies with workplace policies and procedures for risk identification, risk assessment and risk control.

· Conforms to established dress and appearance standards of the company.

ACCOUNTING

· Accounts Receivable Associated Responsibilities Include:

o Generate and send tenant rent statements on the 20th of each month

o Generate and send quarterly association invoices for quarterly association fee billings

o Deposit checks and post cash receipts to the tenant ledgers daily

o Monitor bank accounts frequently throughout the day to create receipts for tenant ACH payments daily

o Setting up tenant portfolio in AppFolio for recurring charges

o Organize and maintain a secure filing system for tenant hard copy checks and ACH payments

o Communicate with Property Management regarding delinquent tenant payments to post late fees (at the discretion of Director of Property Management)

o Communicate with appropriate team members to ensure tenant ledgers are up to date prior to generating rent statements or sending collection reminders to delinquent tenants

o Collaborate with appropriate team members to generate and post invoices to tenant ledgers for any required tenant bill-backs

o Generate property owner invoices to complete management fee and administrative fee billings

o Manage HVAC Billing to tenants specific to their lease requirements

o 60-day rent increase letters out to tenants

· Accounts Payable Associate Responsibilities Include:

o Complete the Payables process for property, non-property weekly

o Complete Payables process for Leasing Commissions weekly according to AZDRE requirements

o Complete Payables process for T.I. projects weekly

o Verify, process, and pay coded invoices via the AppFolio Property Management software including utility payment, tracking accordingly and verifying shut off/on for accounts

o Check to confirm the accuracy of payment

o Track and reduce losses due to fraud or errors

o Organize and maintain invoice files including related database for correct billing information

o Assist in the organization and maintenance of the vendor files including COI’s

o Provide backup support for ensuring all invoices for the properties are received and properly processed and coded in the Accounts Payable System, following the appropriate approval matrix, applied to correct ownership entities, and properly distributed as required by the Director of Property Management

· Non- A/R & A/P Invoices/Tasks:

o When directed, prepare manual invoices for miscellaneous Tenant Service Requests (i.e., HVAC overtime, extraordinary engineering services, keys, access cards, fobs, etc.) including correct coding for each charge for appropriate application and approval

o Administrative and Postage fee invoices – prepares and submits quarterly for all applicable properties

o Professional fee invoices - prepares and submits quarterly for all applicable properties

o Construction Management fees - prepares and submits quarterly for all applicable properties

o Leasing commission invoices - verifies and submits for all applicable properties and maintains records for the ADRE compliance

o Engineering Hours Tracking and Billing – tracks and verifies monthly all engineering hours that are to be billed back to tenants or properties, properly cross referencing with the current work order system, and prepares subsequent billing accordingly

o Assists and takes the “local” lead on W-9 Forms – obtains completed W-9 forms from vendors as required

o Electricity Consumption Billing – once tracking spreadsheets is received from Property Manager and/or Assistant Property Manager, responsible tenant billing input as necessary

o Assist with accounting related duties pertinent to Lease commencement/termination. Assist with initial and/or final accounting for tenants including reconciliations as required

o Assist with the budget process as requested

o Assist with beginning of year impound notices and billings as well with year-end tenant reconciliations

o Management of tenant COI’s

o Monthly company credit card reconciliations

o Management and control of company petty cash and reconcile as necessary

o Assure monthly mileage reports, including engineers, are sent to corporate per policy

o Filing as required, both electronic and paper

TENANT RELATIONS

· Customer Service – provide superior customer service to all tenants, clients, contractors, and vendors at all times

· Tenant Notifications – assist in preparation of accounting related tenant memos and correspondence as directed by Property Manager and/or Director of Property Management

QUALIFICATIONS AND COMPETENCIES REQUIRED FOR POSITION:

Education and Experience

· HS diploma or GED

· Bachelor’s degree or commensurate experience required.

· Minimum of 3-5 years workplace experience; commercial real estate experience preferred.

Workplace Skills and Abilities

· Ability to speak and write clearly and concisely, get messages across that have the desired effect.

· Ability to follow and adapt to procedures and protocols specific and sometimes unique to our company.

· Ability to establish a course of action to accomplish goals and evaluate results, develop schedules and task/people assignments, orchestrate multiple activities at once to accomplish goals, and use resources effectively and efficiently.

· Dedicated to meeting the expectations and requirements of the external and internal customers to establish and maintain effective relationships with same to gain trust and respect.

· Effectively cope with change, shift gears comfortably, decide and act without having total picture, and comfortably manage risk and uncertainty.

· Ability to start and complete projects independently.

· Ability to use time effectively and efficiently and can deal with a broader range of activities to accomplish more in less time than others.

· Ability to apply sound practical judgment to carry out detailed, straightforward written oral instructions

· Thorough in accomplishing a task with concern for all the areas involved, no matter how small, and will not overlook what needs to be done and can be depended upon to do each task accurately and completely.

· Knowledge and understanding of the use of tools and equipment typically used to perform office related tasks such telephone answering procedures, computers, printers, calculators, copiers, document preparation, correspondence, filing and organizing.

· Ability to work within the company’s established standards and procedures, accept guidance and supervision, and meet deadlines as directed.

· Ability to work with others as a team.

· The ability to listen, understand and respond to the concerns and needs of tenants, their employees, and guests.

ESSENTIAL PHYSICAL REQUIREMENTS

While performing the duties of this job, the employee is:

· Regularly required to stand, walk, use hands to touch and/or handle items, and reach with hands and arms, all for potentially extended periods of time.

· Frequently required to sit, walk, or stoop; and

· Regularly required to speak and hear clearly to communicate with tenants, vendors, and co-workers.

WORK ENVIRONMENT

While performing most of the duties of this job, the employee will be in an office environment. Some duties may require employees to move into other areas not designed for office use and may be exposed to moderate loud noise levels and dust.

This job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the role.

Company Description

The pride we have in the Company, and in the service, we provide to our investors and tenants, is the reason we have grown in the past and expect to grow in the future. I am sure you will feel the same pride as you meet the challenges of your future employment with us.

Mutual respect for one another is a basic ingredient as we work together to reach our common goals. The ease and freedom with which we communicate is also important.

Our Company is an equal opportunity employer. We believe all of our employees should be treated fairly, consistently, and with dignity and respect. Our goal is to maintain a satisfied and productive team of employees. The keys to reaching that goal are effective leadership, fair and competitive wages and benefits, dedication to the job, and close attention to employee relations matters.

Full-time