Job Description

Junior Commercial Accounting Assistant

Prestigious real estate management company seeks a junior administrative assistant to support the Commercial Property Department. In this position, you will prepare reports, update data systems, post ads, maintain the availability list, take responsibility for the leasing and renewal processes, interface with residents, draft and manage correspondence, file, create and update spreadsheets, etc. The ideal candidate will have 2 - 3 years of prior experience, preferably in an accounting, bookkeeping or commercial property management setting, and have the ability to function effectively in a high-pressure work environment. For a full job description, please see below.

I. Summary of the Position:

The Junior Commercial Accounting Assistant will play a key role in supporting financial processes, lease administration, and administrative tasks across our commercial property portfolio. This role is fast-paced and requires strong organizational skills, attention to detail, and the ability to collaborate with the Commercial Department team, tenants, and vendors ensuring smooth day-to-day operations and accurate financial documentation.

II. General Responsibilities:

Accounts Payable

• Maintain A/P processes, ensuring expense coding and descriptions.
• Resolve duplicated payment issues promptly.
• Maintaining supporting documentation for capital expenses and insure proper record-keeping.

Accounts Receivable

• Responsible for A/R functions, including income allocation and account reconciliations.
• Assist with collections across the Commercial portfolio.

Utility Management

• Obtain and generate utility invoices in a timely manner.
• Update and maintain utility schedule as required.

Administrative Duties

• Provide comprehensive administrative support to Commercial Accounting Manager, including preparing correspondence, filing, generating financial reports, and maintaining schedules.
• Act as a liaison between tenants, property managers, and vendors to address inquiries and provide supporting documentation.
• Manage mass mailings, document copies, faxes, and other administrative tasks.

Assist with Operating Expense and Real Estate Tax Escalations.

• Coordinate with taxing authority to obtain Tax Statements and/or historical ledgers.
• Support the preparation and organization of backup documentation for audits and financial reviews.

III. Measures of Accountability:

In accordance with the guidelines described above, the Junior Commercial Accounting Assistant

will be held accountable for the following expectations:

• Time management and accurate fulfillment of all job duties, tasks and responsibilities as outlined above, with daily quantified results
• Compliance with general mandates and directions as set forth by executive management of the company, and by the Director of Commercial Property Management in particular.
• Adherence to the highest standards of professional integrity and best practices.
• Low rate of tenant issues, complaints, etc. indicating that issues/problems/concerns are being dealt with in a consistent and timely manner.
• Constant and ongoing communication are required on a daily and ongoing basis within the Commercial Department among the Property Managers, Supervisor, and Director of Commercial Property Management.

Utilities

• Obtains Water & Sewer Statements [Department of Environmental Protection] as needed for payment.
• Updates Schedules- Long Island Water & Sewer - as needed.

• Generates Commercial billing reports on a monthly basis.
• Generates A/R Detail/Summary Reports for review on a monthly basis.

Reporting Functions

• Generates expense distribution reports for review.
• Generates A/R detail/summary reports for review.

IV. Hiring Specifications:

Hiring Specifications:

• Minimum 2+ years of related work experience, preferably in a real estate/property management environment
• College degree preferred (Business Administration; Finance; Accounting)
• Previous experience in an administrative role with exposure to AP/AR functions, preferably in property management.
• Proficiency in Microsoft Suite - Excel, Word, Outlook and property management software - Yardi, MRI, Payscan, AvidExchange
• Strong organizational, multi-tasking, and communication skills.
• Ability to work independently while collaborating with a diverse team.
• Attention to detail and problem-solving.

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