Property Management Bookkeeper

Job Description

Job Description

Property Management Bookkeeper & Administrative Coordinator

Company: Left Field Properties
Position: Full-Time
Department: Accounting / Administration

Position Overview

Left Field Properties is seeking a highly organized, dependable Property Management Bookkeeper & Administrative Coordinator to support the financial and administrative operations of our multifamily property management company.

This position will be responsible for day-to-day bookkeeping and accounting functions while also serving as an administrative hub for the company. The ideal candidate is detail-oriented, comfortable working with numbers and deadlines, and capable of keeping multiple properties, employees, vendors, filings, and administrative responsibilities organized.

This is an important operational position within the company. The person in this role should take ownership of deadlines, records, delinquency procedures, billing, payroll, and administrative follow-through rather than simply waiting for tasks to be assigned.

Bookkeeping & Accounting Responsibilities

• Maintain accurate bookkeeping records for the management company and managed properties.
• Enter, categorize, and reconcile financial transactions.
• Assist with accounts payable and accounts receivable.
• Process invoices and maintain supporting documentation.
• Assist with bank and account reconciliations.
• Maintain organized financial records for each property.
• Process company payroll accurately and on schedule.
• Track employee hours, payroll information, reimbursements, and related records.
• Calculate and bill monthly property management fees .
• Prepare and bill maintenance labor invoices to properties and ownership groups.
• Bill properties for materials, reimbursements, administrative charges, and other billable expenses.
• Track outstanding invoices and amounts owed to the management company.
• Assist with month-end accounting and financial reporting.
• Maintain appropriate documentation and audit trails for expenses and transactions.
• Work with property managers and ownership to resolve accounting discrepancies.

Delinquency & Collections

• Oversee the company's resident delinquency process across the portfolio.
• Review delinquency reports and ensure required notices and actions occur on schedule.
• Coordinate with property managers regarding outstanding resident balances.
• Track payment arrangements, delinquency status, filings, court dates, judgments, and related deadlines.
• Prepare and organize documentation required for delinquency and eviction proceedings.
• Make required filings and ensure filing deadlines are not missed.
• Attend court proceedings on behalf of the company when appropriate.
• Maintain accurate records of court proceedings, judgments, payment agreements, and case outcomes.
• Follow up after court to ensure required operational and accounting actions are completed.
• Maintain a clear system showing the current status and next required action for every delinquent account.

Administrative & Front Office Responsibilities

• Assist with the operation of the front desk and main office .
• Greet and direct residents, prospects, vendors, employees, and other visitors.
• Help control office traffic and make sure questions and requests are directed to the appropriate team member.
• Answer or route incoming calls and general inquiries as needed.
• Receive, organize, and distribute mail, notices, invoices, legal documents, and other correspondence.
• Maintain an organized physical and digital filing system.
• Maintain company and property records so important documents can be easily located.
• Track important filing dates, renewal dates, licenses, registrations, court dates, insurance-related deadlines, and other recurring administrative deadlines .
• Make required administrative filings and confirm completion.
• Assist with maintaining the company calendar , including important deadlines, meetings, court appearances, property-related dates, and recurring obligations.
• Help management identify upcoming deadlines before they become urgent.
• Maintain appropriate records of contracts, invoices, filings, employee documentation, vendor information, and property records.
• Assist management with special projects and general administrative needs.

Organization & Accountability

A major responsibility of this position is helping ensure that important administrative and financial tasks do not fall through the cracks .

The successful candidate should be comfortable creating and maintaining systems for tracking:

• Accounting and payment deadlines
• Payroll
• Management fee billing
• Labor and expense billing
• Resident delinquencies
• Legal filings and court dates
• Licenses and registrations
• Property and company filings
• Recurring administrative requirements
• Vendor and contract documentation
• Company calendar items
• Important records and documents

The expectation is that this person will proactively identify upcoming responsibilities, communicate what is needed, and follow tasks through to completion.

Qualifications

• Prior bookkeeping, accounting, office administration, or property management experience preferred.
• Property management bookkeeping experience is strongly preferred.
• Strong attention to detail and accuracy.
• Excellent organizational and recordkeeping skills.
• Ability to manage multiple deadlines simultaneously.
• Comfortable working with accounting and property management software.
• Proficiency with spreadsheets, email, calendars, and digital filing systems.
• Ability to handle

We are a full service property management company that takes our fiduciary responsibility to our clients extremely seriously. While we are best known for our apartment properties, we are also operators of parking, restaurant and office spaces.

Company Description

We are a full service property management company that takes our fiduciary responsibility to our clients extremely seriously. While we are best known for our apartment properties, we are also operators of parking, restaurant and office spaces.