The posting
Job Requirements:
Accounting Degree Required
Commercial Real Estate Office Experience
Personal Computer Knowledge and Experience
Experience of Software Applications
QuickBooks Pro or QuickBooks Enterprise Edition required
Microsoft Office includes Word, Excel & Outlook
Knowledge & Experience with billing, invoicing, payroll, banking & financial reports
Excellent Communication Skills
Excellent Interpersonal Skills
Quick Study
Self-Starter with a high degree of enthusiasm
Excellent organizational skills with detail orientation
Willing to work onsite 5days/week - 40 hours 7am-6pm
Must have small business accounting experience
CPA or qualifications with interested to become a CPA
Will need Notary commission
Key Elements of Job:
Personal Accountability
- Attendance, Reliability, High Degree of Personal & Business Ethics,
- Confidentiality, Work without Supervision, Leadership, Work with Co-Workers
Communication Skills – Includes Oral, Telephone and Written
Telephone Etiquette :
- Answer telephone promptly with appropriate greeting
- Professional Manner
- Determine nature of call and handle in professional & timely manner
Oral & Written Skills:
- Speak clearly and professionally
- Good listening and positive feedback
- Utilize e-mail as needed and professional manner
- Business letters concise
- Reports neat, concise and detailed
Handling of Incoming Calls:
- Prioritize incoming calls according to subject relating to call
- Priority requests:
- Calls demanding agent’s immediate attention
- May be repeat client or tenants interested in properties
- Calls to be forwarded directly to agent/manager with an
acceptable turnaround time of one hour
- Personal Response:
- Requires direct response, not as time critical, return call by end of business day
- Assistant should return call if agent unavailable
- Informational Response
- Assistant to handle this type of call
- Assistant prepare personalize letter with requester’s name & address using a mail-merge feature
- Assistant set an automated response in agent’s e-mail using certain key words in subject line to send requested information
Invoicing & Billing:
- Prepare invoices and/or billing statements
- Prepare checks for payment for invoices received
- Verify invoices are accurate
- Set follow-up for receipt of payment
- Maintain log of billing statements/invoices with client name, date billed, amount of invoice & record date paid
- Keep supervision informed of past due invoices
General Office Duties:
- Hours of operation – be punctual and ready to start the day on a timely basis
- Maintain good working relationship with manager & client
- Plan a daily to do list for discussion with owner to assure listed activities are a priority to owner and assistant
- Update manager of all communications with clients to maintain continuity of communication between client, assistant & manager
- Communicate with clients on a weekly basis to inquire of their needs
- Analyze and prioritize income producing task prior to beginning routine paperwork to insure income producing opportunities are reviewed by manager and assistant
- Create action plan for special projects that include record of time and cost of all projects for evaluation at end of each year for the following year
Administrative Duties:
- Maintain a log for each transaction to confirm items are being received and filed properly
- Run errands, as necessary to assist with the business
- Perform general tasks, i.e. filing, accepting deliveries, screening phone calls, etc.
- Maintain follow-up with each tenant after a completed transaction to solicit feedback and provide information with manager/agent
Banking Responsibilities:
- Match incoming checks with proper account/client
- Prepare bank deposits
- Reconcile bank statements
- Assure expenditures are in accordance with ledger balances
- Keep supervision informed of balances of internal accounts
Financial Reports:
- Compile accurate data for financial statements & reports including profit and loss statements and balance sheet
- Balance financial records/reports
- Review records & reports for discrepancies
- Maintain ledgers, records, reports & files
- Determine time frame for keeping ledgers, records, reports & files
- Monthly account reconciliations
Property Responsibilities:
- Maintain records of financial transactions & property maintenance for Tenant and Landlord accounts
- Process work order requests from tenants, landlord & property manager
- Contact vendors for written estimates
- Enter work order into proper system
- Maintain follow-up on status of work completion
- Review repair & maintenance invoices to ensure work performed was completed as requested and per estimate
- Prepare check for vendors
- Maintain list of vendors, addresses, telephone numbers & contact person
- General clerical/administrative functions
Lease Coordination:
- Prepare check list for leases
- Coordinate leases using checklist
- Maintain a contact record on forms provided on all tenants with a new or renewing leases
- Keep strict tabs on deadlines in leases including:
- Improvements, Inspection deadlines, closing dates
- Occupancy dates, deposits/funds dispersed
- Check and follow that client submits all relevant paper work to manager. Prepare check list for needed information
Company Policies/Guidelines:
- Background checks and drug testing may be required at management discretion
- Bonding required
- Cell phones during work hours restricted to family emergencies
- No Smoking on premises
- Professional Dress Code: No jeans, tattoos must be covered, no body piercing to be exposed, 2 earrings per ear permitted
