Job TitleJob Requirements:Accounting Degree RequiredCommercial Real Estate Office ExperiencePersonal Computer Knowledge and ExperienceExperience of Software ApplicationsQuickBooks Pro or QuickBooks Enterprise Edition requiredMicrosoft Office includes Word, Excel & OutlookKnowledge & Experience with billing, invoicing, payroll, banking & financial reportsExcellent Communication SkillsExcellent Interpersonal SkillsQuick StudySelf-Starter with a high degree of enthusiasmExcellent organizational skills with detail orientationKey Elements of Job:Personal AccountabilityAttendance, Reliability, High Degree of Personal & Business EthicsConfidentiality, Work without Supervision, Leadership, Work with Co-WorkersCommunication Skills – Includes Oral, Telephone and WrittenTelephone Etiquette :Answer telephone promptly with appropriate greetingProfessional MannerDetermine nature of call and handle in professional & timely mannerOral & Written Skills:Speak clearly and professionallyGood listening and positive feedbackUtilize e-mail as needed and professional mannerBusiness letters conciseReports neat, concise and detailedHandling of Incoming Calls:Prioritize incoming calls according to subject relating to callPriority requests:Calls demanding agent's immediate attentionMay be repeat client or tenants interested in propertiesCalls to be forwarded directly to agent/manager with anacceptable turnaround time of one hourPersonal Response:Requires direct response, not as time critical, return call by end of business dayAssistant should return call if agent unavailableInformational ResponseAssistant to handle this type of callAssistant prepare personalize letter with requester's name & address using a mail-merge featureAssistant set an automated response in agent's e-mail using certain key words in subject line to send requested informationInvoicing & Billing:Prepare invoices and/or billing statementsPrepare checks for payment for invoices receivedVerify invoices are accurateSet follow-up for receipt of paymentMaintain log of billing statements/invoices with client name, date billed, amount of invoice & record date paidKeep supervision informed of past due invoicesGeneral Office Duties:Hours of operation – be punctual and ready to start the day on a timely basisMaintain good working relationship with manager & clientPlan a daily to do list for discussion with owner to assure listed activities are a priority to owner and assistantUpdate manager of all communications with clients to maintain continuity of communication between client, assistant & managerCommunicate with clients on a weekly basis to inquire of their needsAnalyze and prioritize income producing task prior to beginning routine paperwork to insure income producing opportunities are reviewed by manager and assistantCreate 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 yearAdministrative Duties:Maintain a log for each transaction to confirm items are being received and filed properlyRun errands, as necessary to assist with the businessPerform 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/agentBanking Responsibilities:Match incoming checks with proper account/clientPrepare bank depositsReconcile bank statementsAssure expenditures are in accordance with ledger balancesKeep supervision informed of balances of internal accountsFinancial Reports:Compile accurate data for financial statements & reports including profit and loss statements and balance sheetBalance financial records/reportsReview records & reports for discrepanciesMaintain ledgers, records, reports & filesDetermine time frame for keeping ledgers, records, reports & filesMonthly account reconciliationsProperty Responsibilities:Maintain records of financial transactions & property maintenance for Tenant and Landlord accountsProcess work order requests from tenants, landlord & property managerContact vendors for written estimatesEnter work order into proper systemMaintain follow-up on status of work completionReview repair & maintenance invoices to ensure work performed was completed as requested and per estimatePrepare check for vendorsMaintain list of vendors, addresses, telephone numbers & contact personGeneral clerical/administrative functionsLease Coordination:Prepare check list for leasesCoordinate leases using checklistMaintain a contact record on forms provided on all tenants with a new or renewing leasesKeep strict tabs on deadlines in leases including:Improvements, Inspection deadlines, closing datesOccupancy dates, deposits/funds dispersedCheck and follow that client submits all relevant paper work to manager. Prepare check list for needed informationCompany Policies/Guidelines:Background checks and drug testing may be required at management discretionBonding requiredCell phones during work hours restricted to family emergenciesNo Smoking on premisesProfessional Dress Code: No jeans, tattoos must be covered, no body piercing to be exposed, 2 earrings per ear permitted