Bookkeeping Manager

Job Description

Job Description

Description:

Bookkeeping Manager

Location: Remote or In-Office (Waterloo, IA)
Reports to: Controller (direct) / CPA
Department: Finance & Accounting
Employment Type: Full-Time, Exempt
Direct Reports: Bookkeeping Staff
Primary Software: AppFolio, QuickBooks Online, Paylocity, Asana, Ramp

CVL is an established real estate investment and property management company with over two decades of experience building and managing vibrant, people-centered communities across the Midwest. With a portfolio of more than 1,500 multifamily units across 27 properties and ambitious plans for strategic expansion, CVL is rooted in a strong culture of integrity, collaboration, and operational excellence.

At CVL, we prioritize people, act with integrity, foster vibrant communities, embrace innovation, and work together to deliver excellence — every day, in every role.

The Opportunity

The Bookkeeping Manager is a full-time, in-house role responsible for the complete financial operations of Cedar Valley Living, LLC, and all properties. This position oversees both AppFolio trust accounting (property-level) and corporate bookkeeping (CVL management company), manages payroll and employee onboarding through Paylocity, and supervises all bookkeeping staff. This role is the primary point of accountability for clean, audit-ready books across all entities.

Key Responsibilities

Manages all property-level trust accounting across the current 27 properties and 1,531+ units in AppFolio, plus all additional properties as CVL grows. Responsible for maintaining audit-ready books in compliance with state trust accounting standards.

Accounts Receivable

• Enter all tenant, owner, applicant, vendor, and housing authority receipts
• Enter and reconcile all bank deposits in AppFolio
• Process vendor reimbursements and track receipt against expected income
• Process HUD/Section 8 payments from the City of Waterloo and other housing authorities; reconcile against ledger

Accounts Payable & Vendor Management

• Verify available funds across all properties before approving any payments
• Prepare and send eCheck batches for approval; coordinate with eCheck approver
• Manage paper check workflow for vendors not on electronic payment
• Collect and maintain W-9s from all vendors before payment is issued
• Maintain accurate vendor records in AppFolio

SmartBill Invoice Automation

• Manage the SmartBill Bot workflow — invoices received at View email address on ziprecruiter.com are auto-processed into Asana and AppFolio
• Review all automated SmartBill entries daily for accuracy; approve or correct before bill payment
• Handle flagged exceptions (estimates, unrecognized vendors, missing GL codes) and route appropriately
• Maintain SmartBill Bot settings and ensure automation is functioning correctly

Daily Bank Reconciliations

• Reconcile all trust bank accounts daily; resolve discrepancies in real time
• Research and code unidentified bank transactions (ACH, wire, mortgage payments, etc.) promptly
• Ensure bank recs are finalized within five business days of statement end date

Move-In / Move-Out Accounting

• Process security deposit collection, holding, and disposition per Iowa law
• Manage deposit transfers, tenant charge entries, and refund disbursements
• Coordinate with property management team on move-out timelines and charges

Owner Payments & Statements

• Process owner distributions on schedule; reconcile statement opening/closing balances
• Review and resolve suppressed fee discrepancies and clearing account issues
• Prepare and deliver accurate monthly owner financial statements

AppFolio System Administration & Compliance

• Set up new properties and units in AppFolio when new acquisitions close
• Manage AppFolio feature activation (e.g., Flex, SmartBill) per ownership direction
• Track property insurance payments and intercompany expenses; ensure proper booking and reimbursement
• Monitor bank reconciliations, tenant liabilities, and portfolio balances daily; maintain TTO compliance
• Prepare and file 1099-MISC and 1099-NEC forms annually
• Compile and deliver monthly TBK financial package (balance sheet, P&L, bank recs) to Plante Moran

Corporate Bookkeeping (CBK) — QuickBooks Online

Manages the QBO books for Cedar Valley Living, LLC and related Sandbox entities, recording all management company income and operating expenses. Serves as the primary QBO user and maintains clean corporate financials for tax reporting and investor review.

• Book all management fee income, application fees, late fees, and ancillary income; reconcile AppFolio distributions against QBO
• Categorize and enter all corporate expenses; code and reconcile Ramp card transactions daily
• Process and enter vendor invoices in QBO; maintain W-9 records for corporate vendors
• Reconcile CVL operating and corporate bank accounts in QBO daily; identify and resolve discrepancies
• Post monthly recurring journal entries (accruals, owner contributions, intercompany allocations) with supporting documentation
• Track maintenance and property-related expenses paid from corporate accounts; generate per-property reimbursement invoices
• Deliver final P&L, balance sheet, and cash flow statements by the 15th of the following month
• Maintain separate QBO files or classes for each Sandbox entity; book closing entries for new acquisitions
• Coordinate with Plante Moran tax team on year-end close, trial balance, and book-to-tax adjustments
• Prepare supporting schedules for entity-level tax returns and cost segregation studies

Payroll — Paylocity

Serves as the Paylocity administrator for Cedar Valley Living, LLC. Responsible for accurate and timely payroll processing for all CVL employees.

• Process semi-monthly or bi-weekly payroll runs in Paylocity
• Maintain employee pay records, direct deposit information, and withholding elections
• Manage payroll deductions including health insurance, retirement, and garnishments
• Reconcile payroll expenses in QBO against Paylocity reports each pay period
• Prepare and file payroll tax deposits and quarterly/annual returns (941, 940, W-2s)
• Respond to employee payroll inquiries and resolve discrepancies promptly
• Coordinate with management on compensation changes, bonuses, and terminations

Team Oversight & Operations

Supervises CVL bookkeeping staff and serves as the internal subject-matter expert for all accounting workflows across AppFolio, QBO, and Paylocity.

• Hire, train, and supervise bookkeeping team members; set clear workflows and deadlines
• Delegate TBK and CBK tasks appropriately across the team; review and approve work product before distribution
• Own and manage the CVL Asana workspace — ensure all bookkeeping tasks, open items, and SmartBill queues are current
• Serve as primary liaison with CPA for monthly reviews, tax prep, and audit support
• Identify and implement process improvements to reduce month-end close time
• Maintain documented SOPs for all core bookkeeping workflows
• Monitor bookkeeping accuracy and proactively flag financial discrepancies to ownership

Why Join CVL?

• Join a purpose-driven company with a 20-year legacy and strong values
• Work in a collaborative environment where your expertise directly shapes company operations
• Be the go-to financial expert for a growing, mission-oriented real estate organization
• Enjoy a stable, in-office role with clearly defined scope and strong leadership support
• Grow your career alongside a company with an ambitious expansion roadmap

Cedar Valley Living, LLC. Provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

What We’re Looking For

• 3+ years of property management bookkeeping experience required
• Proficiency in AppFolio trust accounting required
• Proficiency in QuickBooks Online required
• Experience with Paylocity or comparable payroll platform strongly preferred
• Working knowledge of trust accounting compliance and Section 8/HUD payment processing preferred
• Experience supervising bookkeeping or accounting staff preferred
• Strong attention to detail with ability to manage multiple entities simultaneously
• Proficiency with Asana or similar project management tools a plus
• Familiarity with SmartBill or automated invoice processing tools a plus
• Ramp or similar corporate card platform experience a plus