Commercial Real Estate - Junior Accounting Assistant at Confidential company

Ad – Junior Accounting Assistant

ACCOUNTING ASSISTANT:  Prestigious real estate management company seeks an  accounting assistant to support the Commercial Accounting Manager. In this position, you will prepare reports, update data systems, post ads, maintain availability list, leasing and renewal processes, interface with residents, draft and manage correspondence, file, create and update spreadsheets, etc.  Ideal candidate must possess a minimum of 1 – 2 years of prior experience, preferably in accounting, bookkeeping or commercial property management, and have the ability to function effectively in high-pressure work environment a must. For a full job description, please see below. 

I.   Summary of the Position:

Under the supervision, guidance and direction of the Commercial Accounting Manager and Vice President of Commercial Property Management, the Commercial Junior Administrative Assistant will be responsible for various activities related to commercial property management invoicing, to ensure proper collections as it relates to commercial tenants, to ensure conformance to billings, reconciliation of accounts, responses to inquiries, as well as any and all other tasks, duties and responsibilities required for the satisfactory fulfillment of the position, in accordance with departmental and management needs.

II.  General Responsibilities:

CERTIFICATES OF INSURANCE (COI)

All tenant insurance is to be scanned and uploaded to tenant’s profile in Yardi.  Once done, then the COI can be filed in tenant’s respective COI folder.   For new leases or new tenant name due to assignment, create a file folder to store COIs and integrate file into COI cabinet.  The file folder should be labeled with tenant’s name typewritten (not handwritten). 

On a monthly basis, remove all COIs for tenants in which their lease has expired and integrate into lease file.  Vendor COIs are to be filed in the “vendor” portion of COI cabinet in alphabetical order.

LEASES

To maintain the commercial leasing room in an organized, clean environment.  All leases must be signed out / signed in.

On a monthly basis all terminated leases are to be moved from the “active” area to the “inactive” area.  This will consist of taking respective tenant’s COI file and integrating it into the “inactive” lease file.  Termination abstracts from Yardi must be printed and placed in the “inactive” lease file.  These files will most likely be used by the legal department for ongoing cases; ensure these are closely monitored and are signed out using the proper sign-out procedure.  Once the file is returned, it must be re-integrated in the “inactive” area. 

On a quarterly basis, ensure that all active leases are compared to what is listed in Yardi.  This is done to (1) ensure we have current active files in place, (2) ensure we have the correct lease name listed on the file, (3) all leases are filed in correct numerical order.

FILING

Filing for the property managers & billing manager must be done on a regular basis.  These items are located in the manager’s area and filed in the cabinets located in the Commercial Department.  The respective manager will advise how the item is to be filed.

MISCELLANEOUS

Occasionally, the administrative assistant will support the commercial department with opening mail & distributing, fax correspondence, create letters or memos, create spreadsheets, process checks as needed, scan documents and upload in Yardi, assist with mass mailings, document validation and other additional projects as needed.

III.  Measures of Accountability:

In accordance with the guidelines described above, the Commercial Accounting Assistant will be held accountable for the following expectations:

• Time management and accurate fulfillment of all job duties, tasks and responsibilities as outlined above, with daily quantified results
• Compliance with general mandates and directions as set forth by Executive Management of the company, and by the Vice President of Commercial Property Management in particular
• Adherence to highest standards of professional integrity and best-practices
• Constant and ongoing communication required on a daily and ongoing basis within the Commercial Department among Property Managers, Supervisors, and the Vice President of Commercial Property Management
• Lease Administration, A/P and A/R functions.

IV.  Hiring Specifications:

• 1 -2  years of related work experience in bookkeeping or accounting; at a commercial real estate or property management environment would be a plus
• College degree preferred (Business Administration; Finance; Accounting; General

      Property Management; etc.,) or a related field

• Strong computer skills (Word; Excel; PowerPoint; Yardi is a plus)
• Excellent general administrative and analytical capabilities
• Well-honed communications, organizational and prioritization skills
• Ability to function effectively in high-pressure deadline-oriented work environment