Job Requirements: Accounting Degree Required Commercial Real Estate Office Experience Personal Computer Knowledge and Experience Experience of Software Applications QuickBooks Pro or QuickBooks Enterprise Edition required Microsoft Office includes Word, Excel & Outlook Knowledge & Experience with billing, invoicing, payroll, banking & financial reports Excellent Communication Skills Excellent Interpersonal Skills Quick Study Self-Starter with a high degree of enthusiasm Excellent organizational skills with detail orientation Key Elements of Job: Personal Accountability • Attendance, Reliability, High Degree of Personal & Business Ethics, • Confidentiality, Work without Supervision, Leadership, Work with Co-Workers Communication Skills – Includes Oral, Telephone and Written Telephone Etiquette : • Answer telephone promptly with appropriate greeting • Professional Manner • Determine nature of call and handle in professional & timely manner Oral & Written Skills: • Speak clearly and professionally • Good listening and positive feedback • Utilize e-mail as needed and professional manner • Business letters concise • Reports neat, concise and detailed Handling of Incoming Calls: • Prioritize incoming calls according to subject relating to call • Priority requests: • Calls demanding agent’s immediate attention • May be repeat client or tenants interested in properties • Calls to be forwarded directly to agent/manager with an acceptable turnaround time of one hour • Personal Response: • Requires direct response, not as time critical, return call by end of business day • Assistant should return call if agent unavailable • Informational Response • Assistant to handle this type of call • Assistant prepare personalize letter with requester’s name & address using a mail-merge feature • Assistant set an automated response in agent’s e-mail using certain key words in subject line to send requested information Invoicing & Billing: • Prepare invoices and/or billing statements • Prepare checks for payment for invoices received • Verify invoices are accurate • Set follow-up for receipt of payment • Maintain log of billing statements/invoices with client name, date billed, amount of invoice & record date paid • Keep supervision informed of past due invoices General Office Duties: • Hours of operation – be punctual and ready to start the day on a timely basis • Maintain good working relationship with manager & client • Plan a daily to do list for discussion with owner to assure listed activities are a priority to owner and assistant • Update manager of all communications with clients to maintain continuity of communication between client, assistant & manager • Communicate with clients on a weekly basis to inquire of their needs • Analyze and prioritize income producing task prior to beginning routine paperwork to insure income producing opportunities are reviewed by manager and assistant • Create action plan for special projects that include record of time and cost of all projects for evaluation at end of each year for the following year Administrative Duties: • Maintain a log for each transaction to confirm items are being received and filed properly • Run errands, as necessary to assist with the business • Perform general tasks, i.e. filing, accepting deliveries, screening phone calls, etc. • Maintain follow-up with each tenant after a completed transaction to solicit feedback and provide information with manager/agent Banking Responsibilities: • Match incoming checks with proper account/client • Prepare bank deposits • Reconcile bank statements • Assure expenditures are in accordance with ledger balances • Keep supervision informed of balances of internal accounts Financial Reports: • Compile accurate data for financial statements & reports including profit and loss statements and balance sheet • Balance financial records/reports • Review records & reports for discrepancies • Maintain ledgers, records, reports & files • Determine time frame for keeping ledgers, records, reports & files • Monthly account reconciliations Property Responsibilities: • Maintain records of financial transactions & property maintenance for Tenant and Landlord accounts • Process work order requests from tenants, landlord & property manager • Contact vendors for written estimates • Enter work order into proper system • Maintain follow-up on status of work completion • Review repair & maintenance invoices to ensure work performed was completed as requested and per estimate • Prepare check for vendors • Maintain list of vendors, addresses, telephone numbers & contact person • General clerical/administrative functions Lease Coordination: • Prepare check list for leases • Coordinate leases using checklist • Maintain a contact record on forms provided on all tenants with a new or renewing leases • Keep strict tabs on deadlines in leases including: • Improvements, Inspection deadlines, closing dates • Occupancy dates, deposits/funds dispersed • Check and follow that client submits all relevant paper work to manager. Prepare check list for needed information Company Policies/Guidelines: • Background checks and drug testing may be required at management discretion • Bonding required • Cell phones during work hours restricted to family emergencies • No Smoking on premises • Professional Dress Code: • No jeans, tattoos must be covered, no body piercing to be exposed, 2 earrings per ear permitted • Experience with Quickbooks, -extent of experience - length of time of experience -version of experience • Any small business accounting experience • Interest or qualifications for CPA • Anything in their history that would prevent them from becoming a notary • Willing to work onsite at Akron office 5 days/week- hours approximately 40 hours between 7am-6pm. • Experience and proficiency with excel