An Executive Assistant focused on accounting and bills payable within a property management company has specific responsibilities that blend administrative support with financial management. Here’s an overview of the key duties, skills, and qualifications for this role:
### Key Responsibilities:
1. Accounts Payable Management:
- Process and manage all incoming invoices, ensuring accuracy and compliance with company policies.
- Prepare payment batches and ensure timely payments to vendors and contractors.
- Reconcile vendor statements and resolve discrepancies.
2. Financial Record Keeping:
- Maintain organized financial records, ensuring all transactions are documented and filed appropriately.
- Assist in the preparation of financial reports, including budgets and cash flow statements.
3. Expense Tracking:
- Monitor and track company expenses, ensuring adherence to budgetary constraints.
- Assist in the preparation and submission of expense reports for approval.
4. Communication with Vendors:
- Serve as the point of contact for vendor inquiries, handling communication professionally.
- Negotiate payment terms with vendors when necessary.
5. Collaboration with Accounting Team:
- Work closely with the accounting department to ensure accurate financial reporting and compliance.
- Assist in the year-end audit process by preparing necessary documentation.
6. Data Entry and Maintenance:
- Enter and update financial data in accounting software and property management systems.
- Ensure the accuracy and completeness of all financial entries.
7. Administrative Support:
- Schedule meetings, manage calendars, and handle correspondence related to financial matters.
- Prepare reports and presentations for management related to financial performance and accounts payable.
### Key Skills:
- Accounting Knowledge: Understanding of basic accounting principles and practices, particularly in accounts payable.
- Attention to Detail: Strong focus on accuracy to prevent errors in financial documentation.
- Technical Proficiency: Familiarity with accounting software (e.g., QuickBooks, Yardi, or similar) and Microsoft Office Suite, especially Excel for financial analysis.
- Organizational Skills: Ability to manage multiple tasks efficiently and prioritize workload effectively.
- Communication Skills: Strong written and verbal communication skills for effective interaction with vendors and team members.
### Qualifications:
- Education: A degree in accounting, finance, or a related field is preferred but not always required.
- Experience: Previous experience in accounting or accounts payable, preferably in property management or real estate.
- Certifications: Relevant certifications (e.g., Certified Bookkeeper) may enhance qualifications.
### Personal Attributes:
- Integrity: A high level of professionalism and discretion, especially when handling sensitive financial information.
- Problem-Solving Skills: Ability to identify issues in financial processes and propose effective solutions.
- Team Player: Willingness to collaborate with colleagues and support the finance team as needed.
This role is vital in ensuring the financial health of the property management company, facilitating smooth operations and maintaining strong relationships with vendors.
English and Spanish speaking is a Plus!
