Commercial Accounts Receivable / Office Administrator

Description

We are seeking a dependable, motivated, and detail-oriented Commercial Accounts Receivable / Office Administrator to support daily office operations and manage accounts receivable functions. This position serves as the first point of contact for clients and tenants, ensures the booking of receivables and the integrity and accuracy of our accounting system, and provides administrative support to the team. The ideal candidate is organized, collaborative, and able to handle multiple tasks while maintaining accuracy. 

Responsibilities

· Answer, screen, and transfer incoming phone calls.

· Serve as the first point of contact for clients and tenants by greeting visitors, escorting them to conference rooms, and connecting them with the appropriate staff member.

· Perform general clerical duties including copying, filing, and preparing mailings.

· Sort and distribute incoming mail.

· Sort vendor invoices and forward them to the appropriate property accountant.

· Receive rental check payments and accurately deposit them into property accounts via Yardi. 

· Monitor incoming wire payments and record them in the appropriate property accounts.

· Maintain the online tenant payment portal and assist with account setup and usage.

· Calculate and post late fees to tenant accounts.

· Serve as the primary point of contact for tenants on accounting-related matters, including the coordination of delinquency correspondence and communication of information regarding rental amounts, lease terms, and lease expiration dates.

· Input charges, leases, modifications, and amendments into property management software, Yardi.

· Maintain the integrity of tenant and property accounts by auditing ledgers and reviewing account activity for accuracy.

· Ensure all tenant Certificates of Insurance are properly recorded in the system and remain current.

· Prepare and mail monthly balance statements to tenants using Yardi.

· Maintain organized electronic and hard-copy filing systems.

· Run and commentate delinquency reports on a biweekly basis for team meetings.

· Provide administrative support and assist with additional tasks as needed.

Requirements

· At least 1 year of clerical or administrative experience

· Working knowledge of Microsoft Office (Word, Excel, Outlook)

· Strong organizational skills with the ability to multitask and prioritize workload effectively

· Friendly and professional demeanor with strong teamwork and service skills

· Strong attention to detail, accuracy, and discretion when handling financial information

Preferred Qualifications

· Experience using Yardi Voyager

· Experience working in accounts receivable for commercial property or real estate accounts

· Bachelor’s degree in Business, Accounting, or related field

· Advanced proficiency in Microsoft Office applications