Property Accounting Specialist - IL

Job Description

Job Description

Position Brief – Property Accounting Specialist

The Property Accounting Specialist owns the accuracy and timeliness of the property’s accounting work, including resident ledgers, receivables, payables, recurring charges, reconciliations, audits, and month end close. This role works from a designated workspace apart from the office team so it can focus on financial controls and deadlines. It reports to the Property Manager, has no direct reports, and does not supervise the office team or manage daily property operations.

About Optima
Optima is a design-driven real estate development firm rooted in the modernist tradition with offices in Illinois and Arizona. For more than 40 years, we have been developing, designing, building and managing striking urban and suburban luxury residential communities. From the beginning, we aimed to reinvent housing by integrating the functions involved in new construction within one company. We control and execute every aspect of the process in-house – development, architecture, construction, sales and management – for a dynamic system that offers greater focus and fluidity. We are committed to delivering extraordinary living through design, innovation, sustainability and management.

What You'll Do

• Process leases and all required documentation from move-in to move-out to ensure all records are complete and accurate.
• Receive and post all payments in Yardi Voyager to ensure accurate financial records are maintained at all times.
• Issue property notices timely to delinquent residents and work with our attorney to secure timely evictions when necessary.
• Review and maintain accurate resident ledgers in Yardi Voyager, including rent, utilities, parking, pet fees, concessions, credits, and other recurring or one-time charges.
• Post and reconcile payments, deposits, refunds, adjustments, and transfers; research discrepancies and correct them with appropriate approval and documentation.
• Monitor accounts receivable and delinquency, prepare notices and account documentation under company procedures, and coordinate approved collection or legal referrals with the Property Manager.
• Audit lease-related financial terms and move-in and move-out accounting for accurate charges, concessions, security deposits, and final balances. Escalate exceptions to the team responsible for lease administration.
• Complete monthly audits of rentable items, guest suite charges, recurring fees, concessions, and other property income; document findings and follow through on corrections.
• Review, code, and process vendor invoices in the applicable purchasing and accounting systems. Verify supporting documentation, approvals, coding, and duplicate-payment controls.
• Track open invoices, credits, and vendor account discrepancies, and coordinate resolutions with vendors and the appropriate property or corporate contacts.
• Prepare month end worksheets, reconciliations, accruals, and supporting schedules by established deadlines. Investigate outstanding items before close.
• Run and review Yardi financial reports, identify variances and unusual activity, and provide clear findings and supporting detail to the Property Manager and accounting team.
• Maintain organized financial records and audit trails; support internal reviews, budget variance analysis, and requests from corporate accounting.
• Recommend improvements to accounting workflows, controls, and data accuracy, and communicate financial exceptions promptly.
• Prosecute collections to maximize revenue from delinquent accounts. Under 1% monthly
• Send outstanding balances to collections.
• Maintain open communication with the Property Manager and Maintenance Supervisor.
• Receive telephone calls, emails and in-person visits from residents, prospects and vendors/suppliers.

• Create, enter data for and manage Yardi reports, serving as the on-site team’s Yardi resource.

• Assist in managing the community’s budget by making sound fiscal decisions to increase the net operating income of the community.
• Deposit Accounting processed in 7 business days
• Maintain positive relations with all community vendors.
• Assist in ensuring that all Optima policies and procedures are being followed.
• Contribute ideas to Property Manager for marketing community and improving resident satisfaction.

What You'll Need

• At least 2–3 years of multifamily property accounting, accounts receivable, accounts payable, or comparable property financial experience; luxury multifamily experience is helpful. 
• Hands-on proficiency with Yardi Voyager and Microsoft Excel; experience with RentCafe Site Manager and a purchasing or invoice workflow system is preferred. 
• Ability to reconcile accounts, audit detailed transactions, research discrepancies, and meet recurring month end deadlines. 
• Strong judgment with confidential financial information, sound documentation habits, and clear written communication. 
• Ability to work independently, prioritize a deadline-driven workload, and partner effectively with property and corporate accounting colleagues. 
• High school diploma or equivalent required; an accounting, finance, or business degree or relevant coursework is preferred. 

What Will Set You Apart

• A competitive spirit
• High-energy
• Customer-service driven
• Warm, friendly and service-oriented philosophy
• High degree of flexibility and tolerance for change
• Superior written and verbal communications skills
• Organized and detail-oriented
• Effective at setting priorities/managing competing demands
• Aptitude to work both independently and as a team member

Benefits and Perks

• Compensation: $34 - $36/hour plus bonuses. 
• Competitive benefits and great perks make a huge difference; we get that, so you’ll get them too. At Optima, we believe they should be meaningful and a part of what makes us great!
• Come as you are! At Optima we celebrate diversity and are committed to creating an inclusive environment for all team members. Optima evaluates qualified applicants without regard to race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, disability status or other legally-protected characteristics

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