CIS Management is seeking an organized, detail-oriented, and proactive Accounting Coordinator to provide comprehensive support to the accounting department. The successful candidate will assist with daily operational tasks such as managing invoices, processing payables, maintaining documentation, preparing financial reports, and ensuring smooth office operations. This role will also require coordination with various departments and vendors, handling essential paperwork, and ensuring all administrative functions are completed in a timely and efficient manner.

Key Responsibilities:

1.

Mail and Voicemail Management:

Print invoice attachments from Outlook and save them in designated folders. Handle and organize incoming mail, stamping, scanning, and saving invoices. Resolve voicemail messages and address inquiries as needed. Collaborate with team members for mail delivery and processing in absence of Executive Assistant.

Invoice Processing:

Process payables after properties close each month, ensuring timely entry into accounting systems Coordinate with management to ensure timely approvals for check requests, expense reports, and other invoices. Attach invoices to payable batches, process checks, and distribute for signatures. Ensure that payments for various invoices, including utilities and recurring bills, are completed accurately.

Vendor Coordination:

Assist in obtaining W-9 forms and Certificates of Insurance (COI) from vendors to prevent delays in payments. Monitor and order necessary supplies, including checks and envelopes, to maintain smooth operations.

Utility and Vendor Documentation:

Manage utility invoices for properties associated with the Housing Authority of the City of Elizabeth (HACE) and create detailed spreadsheets for billing. Send utility invoices and related documents to HACE in a timely manner using Citrix.

Bank Run and Deposits:

Perform bank runs on Fridays to deposit checks

Coin Collection & Processing:

Collect laundry coins at designated properties

End-of-Year Auditing and Tax Reporting:

Support auditors with scanning and organizing necessary financial documents for year-end audits. Assist with tax return preparation, including printing and mailing K-1 tax returns and tracking their distribution.

File Management and Organization:

Assist with end-of-year packing, creating folders for new and prior year documents. Manage physical storage of sensitive financial records, ensuring compliance with company guidelines.

FedEx & Postage Services:

-Prepare and manage outgoing FedEx shipments, ensuring timely delivery. -Maintain and manage postage machine operations, adding funds and generating reports as needed.

Miscellaneous Administrative Support:

-Maintain office keys and ensure access to storage and conference rooms. -Address any facility-related issues (e.g., supply shortages in bathrooms) and escalate as necessary. -Maintain vehicle registrations and insurance records for company-owned vehicles.

Required Skills & Qualifications:

Strong organizational skills with the ability to manage multiple tasks simultaneously. Attention to detail and ability to work with financial documents and invoices. Strong communication skills for interacting with vendors, staff, and clients. Proficiency in Microsoft Office Suite (Outlook, Word, Excel). Experience with accounting software (Yardi, QuickBooks, etc.) is a plus. Ability to work independently and handle confidential information. Excellent time management skills and ability to meet deadlines.

Education & Experience:

High school diploma or equivalent required; Associate's or Bachelor's degree in Accounting, Business Administration, or related field preferred. 2+ years of experience in administrative or accounting support roles. Prior experience in a property management or financial setting is a plus. Pay Range $20-22/hour

Job Type:

Full-time Pay:

$20.00 - $22.00 per hour

Benefits:

Dental insurance Health insurance Life insurance Paid time off

Work Location:

In person