Job Description

Job Requirements:

Accounting Degree Required

Commercial Real Estate Office Experience

Personal Computer Knowledge and Experience

Experience of Software Applications

QuickBooks Pro or QuickBooks Enterprise Edition required

Microsoft Office includes Word, Excel & Outlook

Knowledge & Experience with billing, invoicing, payroll, banking & financial reports

Excellent Communication Skills

Excellent Interpersonal Skills

Quick Study

Self-Starter with a high degree of enthusiasm

Excellent organizational skills with detail orientation

Key Elements of Job:

Personal Accountability

• Attendance, Reliability, High Degree of Personal & Business Ethics,


• Confidentiality, Work without Supervision, Leadership, Work with Co-Workers

Communication Skills – Includes Oral, Telephone and Written

Telephone Etiquette :

• Answer telephone promptly with appropriate greeting


• Professional Manner


• Determine nature of call and handle in professional & timely manner

Oral & Written Skills:

• Speak clearly and professionally


• Good listening and positive feedback


• Utilize e-mail as needed and professional manner


• Business letters concise


• Reports neat, concise and detailed

Handling of Incoming Calls:

• Prioritize incoming calls according to subject relating to call

• Priority requests:


• Calls demanding agent’s immediate attention


• May be repeat client or tenants interested in properties


• Calls to be forwarded directly to agent/manager with an

acceptable turnaround time of one hour

• Personal Response:

• Requires direct response, not as time critical, return call by end of business day


• Assistant should return call if agent unavailable

• Informational Response

• Assistant to handle this type of call


• Assistant prepare personalize letter with requester’s name & address using a mail-merge feature


• Assistant set an automated response in agent’s e-mail using certain key words in subject line to send requested information

Invoicing & Billing:

• Prepare invoices and/or billing statements


• Prepare checks for payment for invoices received


• Verify invoices are accurate


• Set follow-up for receipt of payment


• Maintain log of billing statements/invoices with client name, date billed, amount of invoice & record date paid


• Keep supervision informed of past due invoices

General Office Duties:

• Hours of operation – be punctual and ready to start the day on a timely basis


• Maintain good working relationship with manager & client


• Plan a daily to do list for discussion with owner to assure listed activities are a priority to owner and assistant


• Update manager of all communications with clients to maintain continuity of communication between client, assistant & manager


• Communicate with clients on a weekly basis to inquire of their needs


• Analyze and prioritize income producing task prior to beginning routine paperwork to insure income producing opportunities are reviewed by manager and assistant


• Create 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 year

Administrative Duties:

• Maintain a log for each transaction to confirm items are being received and filed properly


• Run errands, as necessary to assist with the business


• Perform 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/agent

Banking Responsibilities:

• Match incoming checks with proper account/client


• Prepare bank deposits


• Reconcile bank statements


• Assure expenditures are in accordance with ledger balances


• Keep supervision informed of balances of internal accounts

Financial Reports:

• Compile accurate data for financial statements & reports including profit and loss statements and balance sheet


• Balance financial records/reports


• Review records & reports for discrepancies


• Maintain ledgers, records, reports & files


• Determine time frame for keeping ledgers, records, reports & files


• Monthly account reconciliations

Property Responsibilities:

• Maintain records of financial transactions & property maintenance for Tenant and Landlord accounts


• Process work order requests from tenants, landlord & property manager


• Contact vendors for written estimates


• Enter work order into proper system


• Maintain follow-up on status of work completion


• Review repair & maintenance invoices to ensure work performed was completed as requested and per estimate


• Prepare check for vendors


• Maintain list of vendors, addresses, telephone numbers & contact person


• General clerical/administrative functions

Lease Coordination:

• Prepare check list for leases


• Coordinate leases using checklist


• Maintain a contact record on forms provided on all tenants with a new or renewing leases


• Keep strict tabs on deadlines in leases including:

• Improvements, Inspection deadlines, closing dates


• Occupancy dates, deposits/funds dispersed

• Check and follow that client submits all relevant paper work to manager. Prepare check list for needed information

Company Policies/Guidelines:

• Background checks and drug testing may be required at management discretion


• Bonding required


• Cell phones during work hours restricted to family emergencies


• No Smoking on premises


• Professional Dress Code:
  
  
  
  • No jeans, tattoos must be covered, no body piercing to be exposed, 2 earrings per ear permitted
  
  

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