Administrative Assistant Accounting Support

Job Description

Job Description

About the Role

We're looking for an organized, detail-oriented Administrative Assistant – Accounting Support for our property management office. This role blends front-office duties — mail, shipping, and vendor relations — with hands-on support for accounting, tenant insurance compliance, and vendor invoice processing. You'll work closely with property managers, assistant property managers, and our accounting team to keep documents, deposits, and deadlines on track.

This is a great fit for someone who thrives on process, enjoys variety, and takes pride in getting the small details right every single day.

Growth Path

This role is designed as a launching point, not a ceiling. As you build fluency with our systems (Yardi, cash book workbooks, financial reporting), there's a clear path to grow in one of two directions based on your interests:

● Toward Accounting/Bookkeeping — taking on bank reconciliations, full accounts payable/receivable ownership, and financial statement preparation

● Toward Assistant Property Manager — taking on more direct property, tenant, and vendor coordination alongside our PMs and APMs

We're specifically looking for someone who wants to grow into more responsibility over time, and we'll invest in training to get you there.

What You'll Do

Mail & Shipping

● Receive, sort, and route incoming mail (utility bills, vendor invoices, bank statements, property notices, and checks) to the correct property manager, assistant property manager, or accountant

● Code and date-stamp invoices with the appropriate property codes

● Prepare and send outgoing company mail, including certified mail

● Manage FedEx shipments: complete shipping labels, schedule pickups, and maintain shipping supplies

● Maintain the postage machine (ink, funds, and supplies)

Accounting Support

● Compile technician payroll for the maintenance team and route completed records to the lead technician

● Enter check numbers and deposits into weekly cash book / bank balance workbooks

● Update accounting financial reports with new data as provided

● Transfer financial documents between shared folders to keep accounting records current

Vendor Invoice Processing (Waste Management)

● Download monthly vendor invoices and enter them into the property management system (Yardi) in batches

● Cross-reference entries against a tracking worksheet to confirm accuracy and completeness

Tenant Insurance Compliance

● Log and file incoming Certificates of Insurance (COIs) promptly

● Track COI expiration dates and proactively email tenants for renewals

● Set up new property and tenant folders, and coordinate with assistant property managers to collect required documentation

Office & Vendor Relations

● Greet vendors and visitors professionally and represent the company as the first point of contact

● Keep the office running smoothly: printer paper and toner, general office supplies

What We're Looking For

● Strong organizational skills and comfort managing multiple recurring, deadline-driven tasks

● Excellent attention to detail, especially with data entry and document handling

● Clear, professional written and verbal communication

● Comfortable with basic office technology (email, shared drives, spreadsheets); experience with Yardi or similar property management software is a plus

● A team-first attitude and reliability — this role is central to how the office operates day to day