Job Description
Job Description
PRIMARY PURPOSE AND FUNCTION: To provide accounts receivable accounting and bookkeeping for property management accounts and maintain trust accounts pursuant to CA DRE regulation.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:
1st of Month duties:
- Accounts Receivable: sort and post all payments within 24 hrs(if possible)
- Accounts Payable: manage ownership distributions
- Follow up on late payments, give Delinquency reports to President of corporation on 10th
- Follow up on outstanding receivables
- Reconcile Bank Statements as directed
- Keep track of move-outs and remind Property managers or administrators of up-coming deposit refunds due
- Help co-workers with above when necessary
End of Month duties:
- Begin closing procedure several days before EOM
- Check all registers, balances and delinquency reports for accuracy
- Follow EOM checklist
- Financial Reporting (to property owners and executives)
- Double check all move-out dates: make sure all refunds are timely
- Review stale (3 months old) checks, void if necessary.
General Duties:
- Be aware of any special accounting requirements for properties
- Make sure Insurance Certificates for Vendors and Owners are in place and current
- Check in periodically with Property manager to check on cash requirements (well in advance!)i.e. extraordinary payables and move-out expenses/deposit refunds
- Communicate professionally with owners, tenants, vendors and co-workers at all times
- Always get permission before releasing financial or personal data
- Follow cash procedures: Receipt must be approved by President or immediate supervisor
- Organize your office (files) so co-workers can find things in your absence
- Trust account balance & detail must be current at the end of each workday
- Report any errors discovered immediately to President or immediate supervisor.
- CAM/CRE/RUBs management and reconciliation
Year end Duties:
- Close out year: Review general ledger for errors
- Prepare Rent Manager data for 1099 processing
- Create new report binders: box up past years
KNOWLEDGE and SKILL:
- Ability to show competency in MS Office Products (Word, Excel, Outlook), show efficiency in email and internet applications.
- Ability to use accounting software (Rent Manager and Quickbooks) and have general knowledge of accounting through financial reporting.
- Understanding of CAM (common area maintenance), CRE (Commercieal Recoverable Expenses), and RUBs (Ratio Utility Billing) systems and accounting
- Have knowledge and understanding of trust accounting rules: Bookkeeper must be able to keep all trust funds segregated and in balance, make sure owner funds are never co-mingled .
- Ability to use 10-key calculator with basic proficiency
- Have proven oral and written skills.
- Ability to use basic office machines: fax, copier, postage machine
- Have knowledge of administrative and clerical procedures and systems such as work processing, managing files and records.
PHYSICAL DEMANDS:
· Sitting for long periods of time
· Frequent alpha/numeric keyboarding and ability to view computer monitor
· Oral communication over phone and in person
· Lifting up to 10 pounds
COMPANY POLICY/PROCEDURE/COMPLIANCE
· Follow all company policies and procedures as well as all local, state, and federal laws concerning employment to include but not limited to: I-9 information, EEOC, Civil rights, and ADA.
· The company does not tolerate sexually or other unlawful discriminatory actions, gestures, harassment, or statements. Any of these behaviors are subject to personnel action up to and including immediate termination and are to be reported to management immediately.
· Maintain confidentiality of company clients, records and information at all times.
· Maintain professional image with a business casual attire