• Senior Accounting Coordinator (2019-2426)

    Boston PropertiesNew York, NY 10176

    Job #1064914804

  • Primary Purpose of Position:

    · Coordinate accounts payable, accounts receivable & financial accounting services for regional office and its managed office portfolio.

    Essential Functions:

    Accounting:

    · 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.

    · 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.

    · Review all incoming invoices, match to approved purchase orders and/or process through Nexus application.

    · 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.

    · Process/review employee reimbursement requests.

    · Oversee US Bank Visa account(s). Ensure proper coding by staff, review approvals and monitor final processing.

    · Oversee the quarterly reconciliation of cash payments received for security access cards.

    · Process NYC Paid Police employee invoices and NYPD contract amount.

    · Provide support with NYPM & Regional Etime processing.

    · Identify and confirm vacancies, prepare "Monthly Janitorial Occupancy Schedule" for vendor's monthly cleaning contract billings by property.

    · Track monthly cleaning supply orders, perform periodic inventory audits.

    · Monthly input of trash and recycling data into diversion rate schedule; provide general analysis and periodic updates.

    · 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.

    · Complete annual "Sewer Consumption Analysis" to minimize the annual sewer charges.

    · Deliver quarterly real estate tax payment to municipality and obtain documented receipt.

    · Participate on the AR collection team, following up on assigned collections matters, documenting efforts in the collections database.

    · Invoice tenants for additional work authorizations (i.e. miscellaneous services, OT HVAC, access cards, etc.) through Angus on a twice per month basis.

    · Coordinate annual review of Angus additional work service rates with Regional Property Manager and revise as directed.

    · Ensure compliance of Corporate policies and procedures as they relate to both accounts payable and accounts receivable administration.

    · Act as a liaison between PM's and Property Accountants during quarterly close activities and the preparation of assigned accruals.

    · Participate in the timely completion of the assigned portions of the annual operating budgets and related documents.

    · Prepare OPEX and Real Estate Tax projection report following the approval of the operating budgets.

    · Provide support for Union benefits and audits.

    · Respond to Internal Audit requests for data materials.

    · Provide back-up coverage to members of the administrative team.

    Non-Essential Functions:

    · 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:

    · Minimum of three years experience in accounts payable/receivable function and Associates degree in accounting preferred.

    · 3-5 years previous experience in supervisory or office management related role preferred.

    · Ability to work with individuals as well as a commitment to organizational goals.

    · Ability to organize and coordinate work efficiently, set priorities, and motivate others.

    · Data entry skills.

    · Good aptitude in math.

    · Ability to produce quality work in a consistent manner.

    · Ability to produce the quantity of work necessary to timely complete assigned tasks.

    · Ability to interact with co-workers, contractors, tenants or vendors in an articulate, pleasant, courteous and business-like manner at all times.

    · Ability to work independently, as well as part of a team.

    · Ability to work under pressure.

    · Adaptability to changing demands.

    · Attention to detail.

    · Effective problem solving skills.

    · Flexibility to work beyond the regular work schedule.

    · Strong communication, organization and multi-task management skills.

    · Knowledge of and proficiency with Microsoft Word, Excel, PowerPoint; good computer program aptitiude.

    Physical Requirements:

    · Involves work of a general office nature usually performed sitting such as operation of a computer.

    · Involves work of a general office nature usually performed standing such as operation of a fax and printer.

    · Involves movement between departments to facilitate work.

    Internal and External Contacts:

    · 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.

    Reporting Structure:

    · 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.

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