Accounting Clerk for Property Management Firm

at  McEnearney Associates Inc

Daily Tasks

• Check email and follow up with responses, assisting property managers and other staff with tasks or requests about AP/AR or owner/tenant ledgers.
• Work with utility companies and HOA/COAs to research any balances due.
• Monitor smart bill entry screen and process all new incoming invoices. Clear pending queue daily.
• Follow up with assistants if owner approvals, work orders, or other items are needed to process smart bill invoices.
• Deposit physical checks received in the mail, compile bank deposits and scan them into the bank account using the RDC machine.
• Monitor bank accounts for incoming ACH rent payments or returns and positive pay transactions.
• Print all deposits received by ACH, hold all reports for the month, and then provide them to Mike. Notify Mike if any rents come in through the mail or electronically after owner distributions have gone out so he can send them out to owners.
• Input new vendors into AppFolio which Cindy has approved and upload a copy of the certificate to the shared Google Drive.
• Input new properties into AppFolio and record them on Google Sheets.

Weekly Tasks

• Check mail at the post office box and dropbox in the main lobby, distribute mail to staff as needed, and scan new vendor invoices into smart billing.
• Audit tenant insurance compliance and contact tenants as needed to obtain current policies.
• Stuff and mail vendor checks, attach coupons or remittance stubs as applicable.

Monthly Tasks

• Stuff and mail recurring mortgage and HOA/COA payments. Take any mortgage checks directly to banks as needed.
• Monitor vendor totals to be sure they don’t exceed the limit of their license. Collect updated COIs as needed.
• Send late rent notices to tenants who haven’t paid rent by the due date and make sure assistants have a list of delinquent tenants. Also, send off unpaid balance notices.

Annual Tasks

• Vendor insurance audit.
• EOY 1099 support.

Daily Tasks

• Check email and follow up with responses, assisting property managers and other staff with tasks or requests about AP/AR or owner/tenant ledgers.
• Work with utility companies and HOA/COAs to research any balances due.
• Monitor smart bill entry screen and process all new incoming invoices. Clear pending queue daily.
• Follow up with assistants if owner approvals, work orders, or other items are needed to process smart bill invoices.
• Deposit physical checks received in the mail, compile bank deposits and scan them into the bank account using the RDC machine.
• Monitor bank accounts for incoming ACH rent payments or returns and positive pay transactions.
• Print all deposits received by ACH, hold all reports for the month, and then provide them to Mike. Notify Mike if any rents come in through the mail or electronically after owner distributions have gone out so he can send them out to owners.
• Input new vendors into AppFolio which Cindy has approved and upload a copy of the certificate to the shared Google Drive.
• Input new properties into AppFolio and record them on Google Sheets

Weekly Tasks

• Check mail at the post office box and dropbox in the main lobby, distribute mail to staff as needed, and scan new vendor invoices into smart billing.
• Audit tenant insurance compliance and contact tenants as needed to obtain current policies.
• Stuff and mail vendor checks, attach coupons or remittance stubs as applicable

Monthly Tasks

• Stuff and mail recurring mortgage and HOA/COA payments. Take any mortgage checks directly to banks as needed.
• Monitor vendor totals to be sure they don’t exceed the limit of their license. Collect updated COIs as needed.
• Send late rent notices to tenants who haven’t paid rent by the due date and make sure assistants have a list of delinquent tenants. Also, send off unpaid balance notices