What are the responsibilities and job description for the Bookkeeper/Administrative Assistant position at Access Management?
The Administrative Assistant/Bookkeeper is responsible for handling the day-to-day bookkeeping tasks for the community association. This role also provides front-desk coverage when needed, offering exceptional customer service to residents, board members, and vendors.
Key Responsibilities:
1. Administrative and Bookkeeping:
- Maintain accurate financial records, including processing accounts payable and receivable.
- Review member accounts, credit card statements, and other financial records on a monthly basis.
- Prepare monthly financial updates for management and board review if required.
- Oversee member dues, assessment collections, late fees, and payment plans.
- Track vendor hours.
- Assist with preparing information for year-end financials, annual audits, and tax filing support.
- Track budgets and provide recommendations to improve financial processes.
- Ensure all transactions comply with the association’s policies and financial procedures.
2. Vendor & Invoice Management:
- Process vendor invoices and ensure payments are made in a timely manner.
- Maintain vendor contracts and records for services provided to the community.
- Address vendor inquiries regarding payment status.
3. Front Desk & Resident Interaction:
- Provide front-desk coverage as needed, handling phone calls, walk-in inquiries, and resident requests.
- Receive and distribute mail, packages, and notices to residents.
- Assist with resident registration, amenity bookings, and community forms.
- Address resident account questions, payment status inquiries, and fee disputes.
4. Administrative Support:
- Assist in preparing financial and administrative materials for board meetings as needed.
- Maintain organized files and records for financial documents and community policies.
- Provide additional support to the management team as required.
Qualifications:
- Experience: 2 years of experience in bookkeeping or accounting, with exposure to administrative or front-desk roles. Experience in community association management is a plus.
- Education: High school diploma or equivalent required; coursework or certification in Accounting or Bookkeeping preferred.
- Skills:
- Proficiency in accounting software (e.g., QuickBooks) and Microsoft Office Suite (Excel, Word, Outlook).
- Strong knowledge of bookkeeping principles, account reconciliation, and financial reporting.
- Excellent organizational and multitasking skills.
- High attention to detail and accuracy in financial management.
- Strong customer service and interpersonal communication skills. Hospitality experience a plus.
- Ability to handle sensitive information with discretion.
Working Conditions:
This position may require occasional evening or weekend work to support financial deadlines or community meetings.
