Essential Responsibilities:
• Prepares monthly billing invoices and statements for all Residential accounts; Processes Payments Received
• Daily Balancing of all bank accounts
• Maintains accurate up to date reference documentation regarding all Residential transactions
• Respond to all requests, complaints and questions related to both AR/AP invoices
• Originating all purchase orders are processed through Adaco
• Receiving records of items purchased match PO’s and AP invoices
• Prepares various daily, weekly and monthly reports on a timely basis to provide management with timely & accurate numbers on which to base decisions
• Provide auditors documentation required for Audit, ensuring accuracy and timeliness of audit completion
• Investigates and corrects errors and discrepancies discovered in the audit process
• Ensures accuracy and timeliness of audit completion
• Recommends procedural changes where necessary to correct deficiencies
• Performs monthly bank reconciliations and balance sheet accounts
• Prepares the month end closing; prepares and inputs corresponding journal entries accordingly into SUN Systems
• Handles billing requests, confirms subsequent receipt of invoices and handling all billing inquiries
• Maintains file documentation for outstanding receivables, AP invoices, PO’s, receiving records and payments
• Handles disputed charges, research and attempts to resolve disputes, provides documentation to confirm accuracy of billing or issue credit as needed
• Preparation of 30/60/90+ day aging report for review by Director of Residential Operations
• Preparation of Monthly Financial Statements for DOR and Board Review
• Preparation of Annual Budget for DOR and Board Review
• Understanding of Master Board Budget and review on behalf of Board of Directors
• Tracking inventory and ordering and maintaining engineering supplies, including machinery and equipment; office supplies, housekeeping supplies and desk supplies
• Regular communication with the hotel and other stakeholders regarding information that may pertain to our residents
• Maintaining files and records pertaining to rental units and lease terms and assisting with the tracking of renewals and relevant fee assessments
• Processing of Wire Transfers via Bank – Submit for Approvals and Release
• Processing of Check Payment for Signature • Assist the Director in meeting/communicating with owners, tenants, property Management when DOR is not available or not on site
• Hire, train, motivate, discipline, direct, and supervise the work of the colleagues in the Residence Department
• Participate in staff meetings on a regular basis and other meetings upon request
• Processing and transmission of weekly payroll. Enter any sick, holiday or vacation days. Prepare the Payroll Report and Audits for the Payroll Manager for the pay period
• Assist Director in coordinating the Quarterly Board meetings and Annual Owner meetings
• Assist in preparing the Annual Owners Meeting via Power Point Presentation
• Preparation of Proxy Labels, Ballots and Invitation Letters for Annual Owners Meeting via mailings
• Take attendance and minutes of meetings of Annual Unit Owners and Board meetings, as necessary
• Assist Manager in the communication of key property and HOA information to Residents
• Preparation of the Budget with DOR for Board Review
• New Fiscal Year enter new Budget numbers Manually to Excel Spreadsheet and prepare journal entry to enter to SUN
• Understanding of Bylaws and Management Agreement
• Assist Director of Residences in authorizations of building access and other miscellaneous tasks as directed
• Additional Administrative tasks may be required
Salary: $80,000 to $90,000 yearly.
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