Bookkeeper/Administrative assistant

Bookkeeper/Administrative Assistant Bookkeeper/Administrative Assistant Responsibilities: Property Administration & Lease Coordination Manage lease renewal administrative processes end-to-end, including deal sheet preparation, document coordination with the AI lease platform, DocuSign management, and rent roll updates Assist with lease documentation, amendments, and tenant correspondence Answer and manage incoming calls and tenant communication with judgment about routing and escalation Coordinate maintenance requests and vendor scheduling across properties Maintain organized electronic files, lease records, and property documentation Serve as the central knowledge source for property, tenant, lease, and vendor history; answer frequent operational questions and connect current issues to prior decisions Financial Controls & Accounts Management Review and categorize invoices for proper entity allocation, service address verification, CAM/non-CAM classification, and vendor history before QuickBooks entry Flag vendor exceptions, allocation discrepancies, and approval routing issues; route items to the appropriate approval authority Maintain awareness of vendor-specific allocation patterns and multi-property expense splits to ensure accurate CAM/NNN treatment Manage accounts receivable by logging rent payments, verifying amounts against lease schedules, identifying short or late payments, and escalating tenant issues Add issued checks to the daily register and support ownership's visibility into cash position and transaction activity Manage and verify service addresses, vendor histories, and entity allocations to prevent misallocation patterns CAM/NNN Revenue Recovery & Tenant Billing Own the year-end CAM/NNN revenue recovery process, including compilation of underlying support documentation and preparation of tenant reimbursement invoices and revised payment schedules Categorize CAM and non-CAM expenses throughout the year to ensure year-end calculations are accurate and efficient Track tenant receipt and payment of revised NNN invoices; identify tenants paying at old rates and provide balance updates Monitor whether tenants are paying according to updated schedules and escalate discrepancies to ownership Analyze property expenses and tax changes that will affect future NNN amounts and integrate them into future planning Property Tax Appraisal, Protest & Compliance Track annual property tax appraisal notices, log values, and compares against prior years Categorize appraisal increases by risk level and analyze county-level trends Coordinate with the property tax attorney to ensure protests are filed and deadlines are met, including May 15 deadline tracking Provide supporting documentation to the property tax attorney as requested, including P&L data Track hearing schedules, outcomes, and settlement results; enter results into tracking systems Review actual property tax bills and enter them into QuickBooks when actionable; flag bills for attorney follow-up when further action is required Summarize property tax impact for ownership decision-making on acceptance, arbitration, or litigation Insurance & Compliance Tracking Track annual and seasonal insurance renewals for commercial and personal properties Review insurance renewal documents and compare against prior policies for coverage, premium, and exclusion changes Manage accounts payable processing for insurance policies, including entity allocation and pro-rata shares Identify material policy changes, unusual premium shifts, or coverage questions requiring ownership attention Track franchise tax filings, compliance deadlines, licensing renewals, and brokerage requirements Maintain calendar visibility for mission-critical filing dates and assist with deadline coordination Reporting & Decision Support Prepare monthly late rent reporting and lease renewal/expiration reviews for ownership visibility Provide ad hoc reports on tenant issues, vendor problems, property tax impact, and insurance renewal status Translate operational and financial detail into actionable summaries for ownership decision-making Maintain visibility on open issues and escalate items requiring ownership direction Daily Operations & Communication Sort incoming mail daily; route business mail appropriately and escalate certified mail or regulatory notices immediately Manage office supplies, file organization, and document scanning/filing flow Coordinate office cleanings and facility maintenance as needed Receive and triage external calls, emails, and inquiries from tenants, vendors, and service providers, determining appropriate handling and escalation based on issue type and urgency Collaboration & Coverage Work in tandem with the Family Assistant on matters that touch both business and family operations, such as personal property maintenance that impacts business categorization Provide backup coverage for routine Family Assistant responsibilities during periods of heavy property management activity or when the Family Assistant is unavailable Maintain awareness of business-critical deadlines and family logistics so continuity is preserved if either team member is out Qualifications High level of integrity and discernment Ability to maintain strict confidentiality Positive attitude and strong work ethic Loyalty and long-term mindset Strong organizational skills, attention to detail, and willingness to learn Proficiency in Microsoft Office applications, particularly Excel, and QuickBooks Professional written and verbal communication Valid Texas driver's license and reliable transportation Ability to work independently and take initiative Comfort with financial/bookkeeping concepts and vendor/property allocation logic Qualifications (preferred) 46 years of administrative, bookkeeping, or property management experience Experience in commercial real estate or property management Experience with lease administration, CAM/NNN processes, or property accounting Experience supporting a business owner or family office Familiarity with QuickBooks or similar accounting software