Accounting & Administrative Coordinator Hamilton Development Corporation

Accounting And Administrative Coordinator

Hamilton Development Corporation (HDC) is a separate organization affiliated with Hamilton Anderson Associates (HAA) through common ownership. This position is for HDC and will support HDC, the Randolph Centre Building, redevelopment efforts, and affiliated initiatives. HAA is assisting with recruitment administration through its applicant tracking system.

The Accounting and Administrative Coordinator will support the financial, accounting, property, and administrative operations of Hamilton Development Corporation (HDC), with a focus on day-to-day accounting, QuickBooks management, financial organization, pro forma support, reporting, tenant and vendor coordination, and administrative support related to the Randolph Centre Building (RCB), redevelopment efforts, and affiliated initiatives.

This position is responsible for maintaining accurate financial records, supporting accounts payable and receivable processes, assisting with budget and cash flow tracking, organizing financial documentation, and helping ensure timely reporting for internal leadership, lenders, consultants, and external partners. The ideal candidate is detail-oriented, organized, proficient in QuickBooks, and able to support both routine accounting functions and project-based development accounting needs.

Key Responsibilities

• Track vendor requests, service issues, maintenance follow-up items, deadlines, renewals, pending administrative tasks, and documentation needs.
• Assist with scheduling meetings, preparing meeting materials, taking notes, tracking action items, and following up on assigned tasks.
• Maintain organized digital and/or physical files related to property operations, facilities, contracts, invoices, tenant records, and redevelopment activity.
• Assist with preparing forms, letters, reports, spreadsheets, checklists, and other administrative documents.
• Help coordinate tenant, vendor, contractor, consultant, service provider, and internal communications related to building operations, property access, maintenance documentation, and vendor scheduling.
• Provide general administrative support for HDC, RCB, redevelopment efforts, and affiliated initiatives as assigned.

General Accounting & Financial Administration

• Maintain accurate day-to-day financial records, including entries, reconciliations, and supporting documentation.
• Manage or support accounts receivable and accounts payable processes, including tenant rent invoicing, collections tracking, vendor payments, and consultant payments.
• Monitor cash balances and assist with weekly or monthly cash reporting.
• Support the preparation and maintenance of annual budgets, cash flow projections, and financial planning documents.
• Prepare for and participate in regular accounting or finance meetings.
• Maintain organized digital and/or physical financial records for easy access, review, reporting, and audit support.

QuickBooks & Financial Systems

• Maintain QuickBooks records for HDC, RCB, and related entities or projects as needed.
• Ensure transactions are coded correctly and consistently.
• Identify discrepancies, missing information, or documentation gaps and follow up as needed.
• Recommend improvements to accounting processes, file organization, reporting structure, and financial workflows.

Financial Reporting & Tax Support

• Assist with the preparation of monthly financial statements and management reports.
• Compile financial documentation for annual tax return preparation.
• Support annual audit preparation by gathering, organizing, and reviewing requested documents.
• Coordinate with external accounting consultants, including tax preparers, auditors, and financial advisors.
• Provide financial reports and documentation to leadership as requested.

Lender, Grant, and Compliance Reporting

• Prepare and organize documents for lender reporting, including documentation required by Invest Detroit, the Downtown Development Authority, and other financing or funding partners.
• Track reporting deadlines and assist with timely submission of required financial materials.
• Support documentation needed for draw requests, reimbursements, and lender review.

Development Accounting & Pro Forma Support

• Assist with updating and maintaining pro formas for current and future development phases.
• Track project-related income, expenses, budgets, commitments, and funding sources.
• Support financial analysis related to redevelopment efforts, project planning, and construction activity.

Construction Administration Support

• Review construction payment applications for completeness and accuracy.
• Assist with preparing documentation required by lenders, title companies, contractors, and consultants.
• Track consultant, vendor, and contractor invoices related to construction and redevelopment projects.
• Support internal coordination around payment approvals, documentation, and project cost tracking.

Collaboration & Communication

• Coordinate with internal leadership, the Property & Facilities Manager, Fractional Finance Lead, outside accountants, consultants, lenders, and other partners.
• Provide clear, timely updates regarding financial records, pending items, documentation needs, and reporting deadlines.

Knowledge, Skills & Abilities

• Education: Associate's or bachelor's degree in accounting, finance, business administration, real estate, construction management, or a related field preferred.
• Experience: Prior experience in accounting, bookkeeping, finance administration, property accounting, construction accounting, development accounting, construction loan/draw management, or a related role.
• Skills: Strong accounting, financial administration, and organizational skills. Demonstrated proficiency with QuickBooks, Microsoft Excel, Google Workspace, and/or Microsoft Office. Clear understanding of accrual accounting, general ledger activity, reconciliations, accounts payable, accounts receivable, and supporting financial documentation. Ability to maintain accurate financial records, organize documentation, identify discrepancies, and meet reporting deadlines. Strong attention to detail, accuracy, follow-through, and confidentiality. Ability to communicate professionally with leadership, consultants, lenders, vendors, contractors, tenants, and internal team members. Ability to work independently, manage competing priorities, and escalate questions or concerns when appropriate. Ability to support process improvements related to file systems, accounting workflows, and reporting procedures.

Description Disclaimer This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee. Duties, responsibilities, and activities may change at any time with or without notice.

Equal Opportunity Employer Our Company is an Equal Opportunity Employer. All qualified applicants will receive consideration without regard to race, color, religion, age, sex, national origin, disability, genetics, veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by law.