Administrative Assistant-Bookkeeper

Administrative Assistant-Bookkeeper

Requirements

• High school diploma required, BA/BS preferred
• Minimum 1-5 years in commercial real estate, property team experience, or office management experience
• Proficient knowledge of Microsoft Office Suite. Comfortable learning new programs and technology
• Advanced oral and written communication skills
• Strong attention to detail and organizational skills
• Self-starter, able to manage multiple projects simultaneously and under pressure. Excellent time management skills
• Can work autonomously or as a member of the team. Interacts effectively with coworkers and internal clients at all levels and in multiple disciplines
• Ability to calculate figures and amounts such as discounts, interest, proportions and percentages
• Capable of developing effective and constructive solutions to challenges and obstacles. Can cope with change, shift gears comfortably, decide and act without having the total picture, and comfortably handle uncertainty
• Ability to work, on occasion, flexible hours which may exceed 8 hours in a day, 5 days in a week or 40 hours in a week
• Knowledge of Yardi accounting software a plus
• Experienced user of Excel, Power Point, and other Microsoft Office systems mandatory

Responsibilities

• Responsible for Processing A/P (accounts payable), review and code invoices for payment
• Responsible for A/R (accounts receivable); preparing and distributing bills or statements, sending collection notices when appropriate, and preparing manual billing adjustments as needed for Permanent and Specialty Leasing
• Assist Management Team with the preparation of Forecast for both the Operations budget as well as the Specialty Leasing Budget
• Track administrative spend to not exceed budget and look for cost reduction opportunities
• Coordinate document management related to lease execution, distribution, and filing
• Track notification requirements as specified in leases to ensure that deadlines are not missed, and notifications are appropriately distributed
• Regularly monitor email, phones and work order system; ensuring prompt and courteous responses and directing correspondence to appropriate personnel as needed
• General office organization
• Sort, organize and distribute incoming mail. Prepare and send outgoing mail and packages
• Prepare and distribute general correspondence and memos
• Organize, compile and prepare reports for distribution
• Create and/or maintain physical and virtual filing systems in an accurate and organized manner
• Maintain and update employee, client, and customer contact databases, including Property Emergency Notification System
• Coordinate meetings for Management Team members
• Receive building access requests and coordinate access for visitors and vendors
• Ensure that tenant and contractor certificates of insurance are accurate and meet defined standards
• Track expiration dates for Tenant and Contractor certificates of Insurance and provide advance notice of upcoming expirations
• Support compliance with management audits and engineering operations audits by assisting in file preparation and record-keeping
• Participate in new tenant welcome and orientation program. Assist with move-in/move-out procedures
• Track and coordinate access card activation/deactivation as needed
• Assist property team in the development and implementation of property and employee manuals
• Keep regular contact with maintenance, security, and building staff to ensure that common areas such as lobby, elevators, exterior grounds, building-managed conference rooms, etc. are clean and secure
• As needed, document incidents of potential property and equipment liability (ex: any occurrence of an onsite injury), forward information to appropriate risk management personnel
• Gather W-9’s from vendors and submit new vendor set-ups
• Assist team members with property budget preparation and recurring reporting, as requested
• Assist engineers with recording and billing, as appropriate, monthly utility meter readings
• Assist with vendor contract creation, execution and tracking as requested
• General and ad hoc administrative support of the property as needed
• Any and all other duties and tasks assigned
• Collection and data entry of Tenant Sales Reports

Preferred Qualifications

• Knowledge of Yardi accounting software a plus