Primary Purpose of Position:
Â· Coordinate accounts payable, accounts receivable & financial accounting services for regional office and its managed office portfolio.
Â· New vendor set-up including Patriot Act search, obtaining the vendor's W-9, preparation of New Vendor form for review and approval of Department Manager and submittal to Corporate office.
Â· Create purchase orders and/or recurring payment vouchers for executed service contracts, update service contract lists accordingly, maintain both electronic and hard copy service contract files and notify PM's of new service contracts.
Â· Review all incoming invoices, match to approved purchase orders and/or process through Nexus application.
Â· Review Nexus application for vendor billings, identify, research and resolve any incorrect billings. Act as a resource responding in a timely manner to any internal and/or external inquiries.
Â· Process/review employee reimbursement requests.
Â· Oversee US Bank Visa account(s). Ensure proper coding by staff, review approvals and monitor final processing.
Â· Oversee the quarterly reconciliation of cash payments received for security access cards.
Â· Process NYC Paid Police employee invoices and NYPD contract amount.
Â· Provide support with NYPM & Regional Etime processing.
Â· Identify and confirm vacancies, prepare "Monthly Janitorial Occupancy Schedule" for vendor's monthly cleaning contract billings by property.
Â· Track monthly cleaning supply orders, perform periodic inventory audits.
Â· Monthly input of trash and recycling data into diversion rate schedule; provide general analysis and periodic updates.
Â· Monthly input of electricity and water consumption and cost data in tracking schedules and EnergyStar database; provide general analysis relative to budget and previous year variances.
Â· Complete annual "Sewer Consumption Analysis" to minimize the annual sewer charges.
Â· Deliver quarterly real estate tax payment to municipality and obtain documented receipt.
Â· Participate on the AR collection team, following up on assigned collections matters, documenting efforts in the collections database.
Â· Invoice tenants for additional work authorizations (i.e. miscellaneous services, OT HVAC, access cards, etc.) through Angus on a twice per month basis.
Â· Coordinate annual review of Angus additional work service rates with Regional Property Manager and revise as directed.
Â· Ensure compliance of Corporate policies and procedures as they relate to both accounts payable and accounts receivable administration.
Â· Act as a liaison between PM's and Property Accountants during quarterly close activities and the preparation of assigned accruals.
Â· Participate in the timely completion of the assigned portions of the annual operating budgets and related documents.
Â· Prepare OPEX and Real Estate Tax projection report following the approval of the operating budgets.
Â· Provide support for Union benefits and audits.
Â· Respond to Internal Audit requests for data materials.
Â· Provide back-up coverage to members of the administrative team.
Â· Other reasonably related duties as may be assigned by SVP -Property Management, Regional Property Managers or other member of senior regional management.
Requirements and Qualifications:
Â· Minimum of three years experience in accounts payable/receivable function and Associates degree in accounting preferred.
Â· 3-5 years previous experience in supervisory or office management related role preferred.
Â· Ability to work with individuals as well as a commitment to organizational goals.
Â· Ability to organize and coordinate work efficiently, set priorities, and motivate others.
Â· Data entry skills.
Â· Good aptitude in math.
Â· Ability to produce quality work in a consistent manner.
Â· Ability to produce the quantity of work necessary to timely complete assigned tasks.
Â· Ability to interact with co-workers, contractors, tenants or vendors in an articulate, pleasant, courteous and business-like manner at all times.
Â· Ability to work independently, as well as part of a team.
Â· Ability to work under pressure.
Â· Adaptability to changing demands.
Â· Attention to detail.
Â· Effective problem solving skills.
Â· Flexibility to work beyond the regular work schedule.
Â· Strong communication, organization and multi-task management skills.
Â· Knowledge of and proficiency with Microsoft Word, Excel, PowerPoint; good computer program aptitiude.
Â· Involves work of a general office nature usually performed sitting such as operation of a computer.
Â· Involves work of a general office nature usually performed standing such as operation of a fax and printer.
Â· Involves movement between departments to facilitate work.
Internal and External Contacts:
Â· The Senior Accounting Coordinator will interact verbally with Region employees and will interface both verbally and in writing with Corporate Accounting staff and external contractors, vendors, & tenants.
Â· This position reports directly to the SVP of Property Management, who provides daily supervision and guidance, and coordinates, evaluates, and monitors work performance on a periodic basis.