Job Overview
We are seeking a dynamic and detail-oriented Administrative Assistant and Bookkeeper to join our organization. This vital role combines administrative support with comprehensive bookkeeping responsibilities, ensuring smooth daily operations and accurate financial management.
The ideal candidate will thrive in a fast-paced environment, demonstrating a proactive attitude, strong organizational skills, and a passion for maintaining precise financial records. In this role, you’ll be instrumental in supporting our team’s efficiency while managing essential accounting functions that uphold our commitment to transparency and compliance.
Responsibilities
- Handle office duties as needed. Only 4 staff members work at office and all but one is in the office on a daily basis. Open mail & distribute accordingly. Maintain a relatively minimal amount of general filing.
- In charge of all incoming and outgoing mails domestic or international, UPS/FedEx
- Coordinate with Residential Asset Manager purchase of gift certificates cost & allocation to properties.
- Prepare and process occasional PMI Management invoices/ through Yardi. Payable are processed through digital AP platform administer by senior account.
- Track, pay, and maintain organized records of Owners business and property related expenses.
- Complete the expense allocation of the vendors including: Purchase Power, BMI, certified accounting software supplies and postage meter.
- Calculate IT services provider) allocation of charges among PMI and three (3) residential properties.
- Assist in insuring 3 hourly paid worker time is being entered into Timeco and process payroll for one domestic employee.
- Track accuracy and timely process bills related to PMI office and homes.
- Act as point person in office for all billings and documents that must be reviewed by other staff members to ensure that it is timely circulated and returned to the appropriate staff member requiring same.
- Assist senior controller, when necessary, with all CHASE remote deposits for all commercial accounts. Walk-in deposit(s) for all PMI checks and other checks that didn’t go through remote deposit.
- Compile all credit card receipts prior to reconciling credit cards. Reconcile and complete PMI Mgt., Medici, Indian Hills, Solace, PMI Equities and PMI Recovery/Turbulence all allocations/distribution and the check summary.
- Credit card charges allocations, chart of account entries, and payment by entity that was responsible for paying the charge
- Collecting incoming mail from mailbox and routing to the individual who oversees the matter
- Track to ensure timely payment Property Taxes, homeowners-vehicles-umbrella, health & other insurance policies, concierge medical program, are paid on time.
- Monitor subscription services including internet, Netflix. Spectrum, Verizon, AI platforms, FasTrack, Wall Street Journal, ect. renewal dates and rate increases.
- Maintain Log sheet for all deliveries to PMI satellite office.
- Do errands when needed.
- Make deposits to EW Bank, Citibank and Chase (SSRT check) if they cannot be deposited remotely.
- Prepare spreadsheet for personal credit cards Chase & AmEx, DMV & Allstate insurance.
- Process pay checks for household staff & special checks for employees/miscellaneous for owner approval.
- Scan when necessary statements/Invoices/business correspondence related to third party property management company.
- Process as needed Indian Hills/Medici Vendor Invoice thru Avid or Yardi Pay.
- Send residential property rental payment checks, if received at office, to properties or scan and deposit checks Medici/VDS/Solace via FedEx
- Input information on Yardi software and cut checks for employee Monthly Reimbursement.
- Monitor owners Health Insurance and medical billing and match EOB for Scott and Rita’s account and process payments.
- General administrative office support such as quarterly investors distribution reports, document & spreadsheet requests. Assist when necessary the senior controller to Email investor status reports (Indian Hills) and mail checks
- Oversee office cleanliness and that it is being maintained in an orderly manner.
- Process return Amazon order/others
- Coordinate & Supervise owners admin tasks especially during the time they are on out of town assignments and overseas.
- Coordinate doctors’ and other appointments for owners.
- Purchase travel tickets and boarding pass printing when necessary.
- Do errands if house manager is absent.
- Placing food orders when necessary for owners’ meals.
- Coordinate as necessary with laundry service pick up and return of bed linens and clothes.
- Check indoor plants are being maintained.
- Monitor housekeeper is maintaining owners’ food pantry supplies and cleaning supplies are adequately stocked.
Skill sets – Well rounded accounting experience, excel, knowledge of Yardi or other property management software that will facilitate their rapid adoption of using Yardi, capable of multitasking and ad hoc problem-solving.
Pay: $25.00 - $30.00 per hour
Work Location: In person
