Controller/Accountant

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

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
• - 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
• - Handling of 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