Bookkeeper/Administrative Assistant

Core Responsibilities Provide bookkeeping, administrative and operational support for real estate, construction, and rental portfolio. portfolio activities

• Remove day-to-day administrative workload from the owner
• Create and lead the financial and accounting order of the businesses
• Ensure tasks are tracked, followed up, and completed on time Accounting, Bookkeeping & Administrative Systems Development
• Establish and maintain organized bookkeeping and administrative procedures for all company entities and projects.
• Create and implement filing systems within Dropbox to ensure all invoices, contracts, purchase orders, permits, insurance documents, receipts, bank statements, and project records are consistently stored and easily accessible.
• Develop and maintain Standard Operating Procedures (SOPs) for document management, accounting support, purchasing, vendor management, and project administration.
• Create and enforce company procedures for credit card usage, including receipt collection, expense categorization, coding, approval processes, and monthly reconciliation support.
• Maintain a centralized tracking system for all company credit cards, recurring subscriptions, vendor accounts, and payment methods.
• Collect, organize, and prepare invoices, receipts, bills, and supporting documentation for bookkeeping and accounting purposes.
• Ensure all vendor invoices, purchase orders, and payment requests are properly documented, approved, and filed before payment.
• Track accounts payable and accounts receivable activities and provide regular status reports to management.
• Create and maintain financial tracking spreadsheets for projects, operating expenses, vendor payments, and company overhead.
• Work closely with the company's CPA, bookkeeper, and insurance brokers to provide requested documentation and answer administrative inquiries.
• Develop procedures for onboarding new vendors, collecting W-9 forms, certificates of insurance, contracts, and compliance documents.

Tenant Management:

• Follow up on unpaid rents, check in with tenants and follow up on promises of payments, Track rent payments, late fees, and tenant status
• Communicate with prospective rental tenants and applications
• Prepare and send standard tenant letters (rent notices, security deposits, lease extensions)
• Update ledgers and spreadsheets of rents, accounting,
• Perform all rental registration paperwork for all weehawken properties. Tracking, filing, and submitting. General Office & Documentation management:
• Organize files in Dropbox by property and entity
• Rename, upload, and package documents for banks, CPAs, attorneys
• Manage calendar invites and book travel when requested
• Call utilities and service providers to resolve billings and/or add accounts
• Track licenses, insurance renewals, and compliance deadlines such as rent control docs, rental licenses etc…
• Keep a list of all insurance policies, quote them with a few brokers every time renewal coming and answer all questions and requests.
• Keep a ledger of all orders and quotes coming from china for material ordering Work Style Expectations
• Highly organized and detail-oriented
• Comfortable following checklists and systems
• Proactive with follow-ups

Pay:

$50,000.00 - $70,000.00 per year

Work Location:

In person