Office Bookkeeper

OFFICE MANAGER RESPONSIBILITIES AND EXPECTATIONS: General: Answer phones Get and open mail Process all invoices to appropriate place.Match invoices to Purchase orders Order office supplies as needed Generate correspondence as directed Send information to banks as required Arrange parties as needed Update Tenant Services with any tenant issues Schedule and track required Tenant Services and call for customer satisfaction. Stamp all invoices with invoice stamp and fill out all required information on invoice stamp; job, date, invoice #, invoice date, except for phase code Match PO’s / packing slips / contracts (if final billing) to invoices Match up all invoices with statements and request copies of missing invoices. File all paid bills as required Maintain current balance in check register. Keep all subcontractors workers compensation and general liability insurance up to date. Provide all new subcontractors or material suppliers with NTTC’s and obtain CRS numbers from them. Create timesheets for hourly employees Certificates of Insurance Make sure we have information from all new vendors (COI, W9) Bi-Weekly Duties: Payroll with online reporting (IRS, Fidelity) Month End Duties: At month end run all job costs and job cost history reports Prepare bank reconciliation for all accounts. Prepare monthly CRS report for signature and review.File on the 22 nd as required and wire transfer all CRS taxes monthly as received Prepare workers compensation report. Quarter End Duties: Payroll reports & WKC reporting and payment Quarterly financials to partners Quarterly Management fee billing Maintenance billing Year End Duties: Purge all accounts payable files.Take two year old records and box and store in storage area.Move last year’s records to the lower drawers for availability. Make new labels and new files for accounts payable. Process W-2’s Process 1099/1096 Prepare all information for audits Property tax spreadsheet up to date with most recent valuation & valuation after protest Complete AJE’s from CPA after taxes have been completed. LLC Duties: Pay all LLC bills/monthly Visa Pay Utilities online(on autopay) Certificates of Insurance – keeping up to date Keep Tenant contact information up to date Keep APODS updated Provide balance sheets and P&L’s to banks and mortgage companies Order checks and deposit slips as needed Property Taxes Pay all tax bills Initial Setup/Move In: New tenant files are to be set up for all new lessees/tenants pursuant to an initial color code scheme established for that particular building/address. Annual property operating data sheets (APOD’s) are to be amended to reflect the new tenant’s leasehold (lease rate, tenancy period, lease amounts, square footage, special note, i.e., extensions, etc.) These tasks and services include the acquisition of insurance certificates from each and every tenant, tenant emergency information, utility set up, miscellaneous maintenance and building repair procedure requests, signage, welcome/opening letter, etc. Close Out/Move Out: Tenant files are to be archived for future reference and use of applicable data. Timely release of balance of security deposit.After expenses are deducted. Daily Services: The recordation, scheduling, coordination, follow through and confirmation of all valid and required tenant building services and requests. Maintenance, recordation and updating of all insurance certificates of all subcontractors, vendors, suppliers, etc. Maintenance and updating of all tenants/lessee’s required insurance certificates pursuant to the lease agreement/contract. Monthly Duties: Deposit rent checks & record payments Reconcile all LLC bank accounts Send out monthly invoices to tenants to request them Monthly mortgage payments are on autopay Send out appropriate lease letters for increases Year End Duties: Process 1099/1096 Income tax payments needed Match 1099’s from tenants to Quickbooks amount Mail all 1099’s to vendors & ones to IRS that are not submitted online Scan all tax returns to computer once CPA delivers them #J-18808-Ljbffr