Job Description

The Property Accounting Specialist is responsible for the accounting responsibilities at the

properties, including entering accounts payable, accounts receivable, recording tenant payments,

and assisting with monthly reports. This position will also provide partial coverage of tenant

requests. Timely and accurate work is necessary to effectively discharge the duties of this

position. This position reports to the Property Managers (PM) or if the property has no such

individual then the Asset Manager is the immediate supervisor. A full working knowledge of the

firm’s Procedure and Operational Manual is required in order to ensure compliance thereof.

The following list of responsibilities for the Property Accounting Specialist position should be

viewed as the minimum expectation, and not an exhaustive list. Job functions may be added to or

deleted from this job description as necessary depending on the level of staffing at the property.

Accounting Clerk:

Coordinate with the Property Manager(s) and Property Accountant(s) and corporate personnel to ensure the timely, accurate submission of financial reports as required.
Review tenant payments through online banking portals and post in Yardi daily. Report on accounts receivable as required. Follow up with tenants on collections.
Process property payables as required.
Set-up new vendors in Yardi.
Enter Leases, Lease Amendments, and tenant move-outs.
Generate monthly rent posting report in Yardi, review for accuracy and provide to PM for certification.
Prepare and distribute monthly billings/tenant rent statements.
Review and approve estimated & year-end CAM reconciliations with input from accounting, corporate & others as necessary.
Assist with the preparation of the annual budget, review, approve and submit timely.
Review and approve all invoices and Tenant Improvement, Leasing Commission and Capital/Building Control Forms.
Ensure that the buildings’ encumbrance schedules and stacking plans are maintained and current.

Tenant Relations:

Provide tenants with a Class A service experience with every interaction.
Monitor signs of relative tenant “health” (i.e. through move-ins, move-outs, staff changes, etc.) and report any changes to PM.
Set up new tenants/tenant contacts with access to Angus (tenant request system).

General Administrative Responsibilities:

Assist PM and property staff as directed.
Perform general reception duties – greet walk-in tenants, visitors, vendors and contractors; handle their needs or direct them to the appropriate staff.
Open and/or close the management office as required.
Answer all incoming telephone calls and handle their needs and questions or direct them to the appropriate staff in a timely and courteous manner.
Receive and process mail and packages including date stamping and distributing all incoming mail.
Scan and upload documents as directed by PM and/or APM.
Assist with the preparation, printing, and distribution of tenant newsletters or e-mails, as applicable. May be done in conjunction with the APM and/or the building Concierge.
Website (Angus) administration – post tenant notices/memos as directed by PM/APM including but not limited to holiday hours, office closures, lobby events, and fire alarm tests.

Insurance:

Maintain insurance certificates consistent with PRP’s requirements for all tenants and vendors, updating as required.
Coordinate with PM to ensure new certificates are input into Yardi/Angus as they are received.
Send 30-day notices when insurance certificates are set to expire.
Work with tenants to obtain timely and accurate vendor/contractor certificates of insurance for their contracted services, notifying PM or engineering staff if issues arise.

Building Operations:

Assist with communication with engineering and security staff.
Monitor, along with Property Manager(s) tenant requests through Angus, following up to ensure satisfactory completion of each request.
Process tenant request forms including billbacks.
Manage building conference room schedules, set-up, take-down, and billings as required. Ensure any use contracts are signed, per procedure.
Manage Fitness Center access including waivers and access cards as required.
Be familiar with building emergency procedures manual to be able to direct tenants during emergency situations.
Assist with tenant moves as required.
Update tenant/vendor contact books including emergency contact lists as necessary.
Assist with security and janitorial communication including daily tenant requests, afterhours access, etc.
Maintain updated information in building access system and distribute/delete access cards as needed.

All other duties as assigned

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