Office Manager/Controller

Job Description

Job Description

This is a full-time position for our LaBelle office location. The candidate will oversee the smooth and efficient running of the accounting and finance department, under the supervision of the CFO/Financial Controller/Director, including all aspects of A/P, A/R, & H/R while coordinating with all other company departments and entities. This position will also be responsible for overseeing the smooth and efficient running of the office as well as ensuring proper coverage on all insurance policies. Seeking a candidate with a minimum of five years experience.

Scope of Job duties, include but not limited to the following:

ACCOUNTING: (Assist CFO/Financial Controller/Director with the following tasks, as necessary)

1)      Oversee daily bank deposits & monthly bank reconciliations.

2)      Review A/R balances monthly and oversee tenant collections as needed.

3)      Review/approve payable invoices.

4)      Oversee daily cash balances and prepare weekly cash balance reports.

5)      Review/adjust general ledger activity on a daily/weekly/monthly basis.

6)      Create construction job cost detail reports for accuracy and completeness.

7)      Oversee addition of fixed assets to fixed asset ledger and general ledger.

8)      Work with CFO and Property Manager to prepare CAM billings with year-end reconciliations for tenants.

9)      Responsible for Yardi accounting and project management platform and the integrity of information.

10)   Prepare and book monthly journals for Depreciation, Insurance Expense, RE Tax Accrual and Amortization of deferred costs

FINANCIAL: (Assist CFO/Financial Controller/Director with the following tasks, as necessary)

1)      Prepare & run month-end financials for all companies.

2)      Prepare financial schedules for tenant deposits, A/P, A/R, cash, etc.

3)      Oversee bank reconciliation process and approve finals.

4)      Prepare annual budget and run monthly comparison reports with variances.

5)      Prepare annual Shareholder financial statements for financing.

6)      Assist CEO/CFO in cash management.

CAM ESTIMATES, RECONCILIATIONS AND UNPAID CHARGES: (Assist CFO/Financial Controller and Property Manager with the following tasks)

1)      Review CAM provisions in all leases.

2)      Calculate annual CAM expense numbers for each property.

3)      Calculate tenant’s pro-rata share of CAM charges based on their lease using CFO’s reconciliation sheet.

4)      Calculate what the tenant is to be paying for CAM.

5)      Enter new CAM rate for each tenant in Yardi.

6)      Ensure Property Manager has timely sent bills to the tenants.

PROPERTY TAXES AND INSURANCE: (Assist CFO/Financial Controller and Property Manager with the following tasks)

1)      Property Manager to provide you with the final tax bill and insurance rates for each property.

2)      Calculate what each tenant is to be billed based on their lease.

3)      Enter new RE Tax rate for each tenant in Yardi.

4)      Enter new insurance rate for each tenant in Yardi.

5)      Ensure Property Manager has timely sent bills to the tenants.

INSURANCE:

1)      Must understand insurance policies for both residential and commercial properties.

2)      Initiate and oversee annual property and casualty insurance renewal process, including negotiating and abstracting.

3)      Break down insurance costs by property and prepare monthly billing schedule.

4)      Coordinate any additions/deletions to/from current policies.

5)      Must be able to read and abstract policies and endorsements to confirm all proper coverages are in place.

6)      Identify deductibles, exclusions to ensure no gaps or gores.

7)      Be able to administrate insurance claims including all aspects of property damage.

8)      Oversee claim submissions.

9)      Be able to review and argue damage reports and advocate property owner’s position.

10)   Prepare record keeping for annual workers comp audit.

11)   Review insurance certificate renewals for correctness (Tenants & Vendors).

12)   Review/approve any additional insurance information/billings as needed.

13)   Coordinate and review any Life Insurance contracts and coverages.

14)   Keep vendor insurance up to date and request any expired policies.

15)   Maintain and keep track of monthly premium payments.

HUMAN RESOURCES:

1)      Prepare and record bi-weekly payroll journals to GL

2)      Prepare corresponding quarterly/annual payroll tax returns and file in timely manner.

3)      Assist CEO to oversee employee performance appraisals with any recommended increases.

4)      Keep track of employee time off for sick/ personal/vacation.

5)      Annual review of employee benefit packages.

6)      Oversee & administer Company 401k Plan.

7)      Calculate profitability bonuses as required. 

8)      Assist CEO with employee/supervisor issues .

9)      Oversee review/changes in Employee Policy & Procedure Manual.

10)   Negotiate and implement health insurance benefit programs.

11)   Be responsible for hiring and firing staff.

12)   Responsible for setting up additional offices.

ADMINISTRATIVE:

1)      Process mail on a daily basis.

2)      Review monthly utility reports.

3)      Perform quarterly updates of information in the CEO/CFO handbooks and update internal check lists and procedures.

4)      Prepare corporate annual reports for Division of Corporations.

5)      Prepare occupational license reports for companies.

6)      Oversee office and departments for total team atmosphere.

7)      Negotiate and administer all subscriptions, including but not limited to internet, software, etc.

8)      Maintain supplies for the office.

TAXES: (Assist CFO/Financial Controller/Director with the following tasks, as necessary)

1)      Assist with reviewing monthly/quarterly sales tax returns – all companies

2)      Assist with the preparation of the income taxes or necessary work papers for all companies, trusts, partnerships and foundation and have CPA firm review.

3)      Assist in analyzing and reviewing quarterly financials and prepare worksheets for shareholder estimated tax payments.

4)      Assist in reviewing all company tax returns.

5)      Proactively work with CFO/CPA to determine tax strategies and analyze tax consequences of business activities.

6)      Assist in the preparation of the annual forms – W-2’s, 1099’s, K-1’s .

LEGAL: (work with CEO/CFO with the following tasks)

1)      Review/revise leases – check for provisional correctness and accounting accuracy in lease numbers.

2)      Review any purchase contracts/financing documents relating to new projects or development.

NEW DEVELOPMENT/ACQUISITIONS: (Assist CFO/Financial Controller/Director with the following tasks, as necessary)

1)      Analyze data and prepare worksheets for possible new development/projects.

2)      Create proformas.

3)      Create new entities for future acquisitions.

4)      Due diligence review.

5)      Structure financing and shareholder equity funding.

CONSTRUCTION/MAINTENANCE:

1)      Work with Property Manager and Project Manager to initiate and review contracts.

2)      Confirm completeness with scope and forms.

3)      Confirm and collect proper insurance coverage documentation.

SHAREHOLDERS: (Assist CFO/Financial Controller/Director with the following tasks, as necessary)

1)      Maintain quarterly shareholder distributions.

2)      Oversee payment of shareholder life insurance policies.

3)      Coordinate shareholder personal tax returns with CFO.

4)      Review shareholder agreements and amendments.

5)      Handle all issues that shareholders request be handled.

6)      Prepare/update Schedule “B” for each company for Shareholder Trust Agreement.

7)      Update year-end personal financial statements for financing.

8)      Coordinate/oversee any activity relating to shareholder trusts or other entities, especially relating to tax issues and estate planning.

9)      Ensure compliance is maintained with all Shareholder Agreements, Operating Agreements and Partnership Agreements.

FOUNDATION: (Assist CFO/Financial Controller/Director with the following tasks, as necessary)

1)      Prepare annual gifting report.

2)      Review monthly investment statements.

3)      Make recommendations on investments.

4)      Monthly closing with financial statements and bank account reconciliation.

5)      Verify funds and process quarterly tax payments.

6)      Review Foundation tax return.

7)      Cut checks and mail annual donations

8)      Track time and supplies used for billback purposes.

TENANT MOVE-OUT: (Assist Property Manager, as necessary)

1)      Check move-out numbers provided by Property Manager.

2)      Assure security deposit is being handled appropriately.

3)      Enter charges in Yardi.

4)      Follow-up to ensure payment from tenant.

TENANT COLLECTIONS: (Assist Property Manager)

1)      Review monthly collection report.

2)      Ensure Property Manager is following up with tenants who are past due.

Our full-time employee benefits include: A competitive compensation package, annual bonus, 401k match up to 4%, 7 paid holidays, up to 2 weeks of vacation for each full year of employment through year 6, after year 6 you are entitled to 3 weeks of vacation, up to 40 hours of paid sick time and 8 hours of personal time each calendar year and health insurance is pending.

Compensation will be determined based on the candidate’s qualifications and experience.

Please only qualified candidates apply.

A commercial real estate development and asset management company with properties/projects located in Charlotte, Collier, Hendry, Highlands, Lee, Okeechobee, Sarasota, and Palm Beach Counties. We have offices in Hendry (LaBelle) County and Palm Beach County.

Company Description

A commercial real estate development and asset management company with properties/projects located in Charlotte, Collier, Hendry, Highlands, Lee, Okeechobee, Sarasota, and Palm Beach Counties. We have offices in Hendry (LaBelle) County and Palm Beach County.