Accounts Administrator, Alberta

at  Shape Holdings Corp

QUALIFICATIONS

Required Knowledge, Skills, and Abilities

• Excellent interpersonal, organizational, mathematical, and communication skills
• Basic understanding of lease interpretation
• Strong computer skills (Word, Excel) and the ability to work well in a deadline driven environment
• Knowledge of Yardi and Sage is preferred

Required Training and Experience

• Post-secondary education in Business is preferred
• 2+ years of related industry experience with an emphasis on accounting/bookkeeping

Salary Range: $58,000-60,000/year

ABOUT THE ROLE

SHAPE is seeking an energetic, enthusiastic Accounts Administrator for its Destination: Deerfoot City, Westhills Towne Centre, Skyview Power Centre, and Emerald Hills District properties in Alberta. If you thrive on fresh ideas and shy away from the conventional, enjoys working in a fully collaborative team setting, join our young and dynamic team to be architect of the shopping centre’s engagement strategies.

PRIMARY JOB RESPONSIBILITIES

Accounts Receivable

• Daily bank deposits of rental payments, applying payments to charges, adjustments to tenant accounts and NSF cheques
• Preparation of account statements and monthly utility charges, miscellaneous charge backs
• Reviewing and posting monthly percentage rent billings
• Prepare monthly tenant PADs
• Collection and follow up of outstanding rents and other receivables, reconciling clearing accounts, security deposit account
• Work with Property Manager on escalating collection efforts on arrears, including issuing default or demand letters, corresponding with legal team, negotiating with tenants and preparing write-off forms
• Fully responsible for Accounts Receivable is current and other issues with tenants are dealt with in a prompt manner

Lease and Accounts Administration

• Tenant correspondence – liaising with tenants when they have questions on monthly billings, GLA calculations, yearend recoveries, etc.
• Communicating with tenants to ensure that policies and leases are properly followed, logged, and maintained tenant files
• Tracking lease commencements. Preparing new rental package to new tenants
• Initial set up of new leases, lease renewals, lease amendments, lease terminations, and rent changes in Yardi Voyager
• Read, interpret lease documents as they relate to financial aspects of tenancies and reflect these in Yardi accordingly
• Maintain the tenant database in Yardi Voyager
• Monitor vacancies
• Running weekly catchups
• Running lease master listings

Property Revenue Analysis

• Percent Rent – Monthly billings (LYE, Permanent, TOAs and % in lieu) Accruals, Matching, Updating schedules and reconciling GLAs
• Entering pre-bill rates for recoveries, property taxes, utilities, etc and issue annual rental statements to tenants
• Post prior year CAM recoveries and issue CAM statements to tenants
• Preparing, reviewing and posting monthly rent roll and recurring charges
• Catchup Billings – review leases, Logs, % rent, other and posting
• Point-person for lease entry related question

Accounts Payable

• Process AP invoices including reviewing GL coding, match invoices with POs and data entry into Yardi Voyageur
• Compare invoices received with PO’s issued and service contracts or agreements. Investigate and resolve discrepancies
• Liaise with vendors on invoicing, discrepancies and payment status
• Preparing bank transfer request forms and cheque requisitions as needed

General Accounting Duties

• Reconciliations for monthly credit card statements, gift card programs and petty cash
• Preparing monthly, quarterly, and year-end accruals for operational costs, marketing costs, capital costs
• Prepare journal entries to reclass expenses or revenue to reflect proper accounting
• Budgeting – assist with preparing operations and marketing revenue and expense budgets, review of financial statements, complete monthly variance reports, track utility consumption
• Monitor expenses on a monthly basis, reviewing actual performance against budget and conducting monthly variance analyses, and recommending solutions
• Fully participate in operational and accounting team meetings to ensure operational changes are reflected financially

Other General Duties

• Prepare and distribute correspondence including tenant letters
• Special projects as may arise
• Assist in the development, documentation, and maintenance of lease admin processing policies and procedures
• Assist with the setup of new properties, as needed
• Other duties and projects as reasonably required by The Company