About Us: We are a boutique real estate office based in Utica. We are looking for a reliable, organized, and friendly individual to handle our bookkeeping, assist our tenants, and keep our office running efficiently. We are happy to train the right candidate on our specific property management software.
Job Summary: The ideal candidate is proficient in Microsoft Excel, comfortable with technology, and willing to learn Buildium software (training provided). You will manage the day-to-day financial operations (AR/AP), handle tenant communications, and coordinate maintenance, while ensuring the office remains organized and welcoming.
Key Duties & Responsibilities:
Bookkeeping & Finance:
Process full-cycle Accounts Receivable (AR) and Accounts Payable (AP).
Calculate and apply charges for miscellaneous services (maintenance, fees, etc.).
Review contract and lease terms to produce accurate monthly invoices and ensure correct billing.
Tenant Relations & Maintenance Coordination:
Answer office phones and act as the primary point of contact for tenant inquiries.
Coordinate service calls and repairs by dispatching vendors from our preferred contractor list.
Communicate updates to tenants regarding maintenance schedules and status.
Collections & Reporting:
Track all collection attempts and consistently follow up on active deals and past-due accounts.
Prepare and submit weekly, monthly, and annual financial reports to ownership.
Office Management:
Ensure the office is tidy, organized, and presentable for clients and appointments at all times.
Handle daily filing (digital and physical) and data entry tasks.
Perform other administrative tasks as assigned.
Qualifications & Requirements:
Experience:
Previous bookkeeping or administrative experience is required.
Experience in Real Estate or Property Management is a plus.
Software Skills:
Required: Strong knowledge of Microsoft Excel (formulas, spreadsheets, reporting).
Training Provided: We will train you on Buildium software; you must be tech-savvy and eager to learn new systems.
Skills:
Strong Communication: Comfortable speaking with tenants on the phone and coordinating with contractors.
Ability to interpret contract/lease language regarding payments and terms.
Highly organized with the ability to work independently.