What are the responsibilities and job description for the Accounts and Compliance Assistant position at OFI Property, LLC?
Benefits :
Dynamic & positive work environment
Competitive salary
Job Overview :
We are seeking a highly organized and detail-oriented Accounts and Compliance Assistant to join our team. This position will be responsible for various administrative, accounts payable, and compliance tasks, ensuring the smooth operation of our billing processes, insurance compliance, vendor relations, and more. The ideal candidate will have strong attention to detail, be comfortable working with various software systems, and have a good understanding of billing cycles, vendor management, and regulatory compliance.
Key Responsibilities :
- Daily Mail and Bill Management
Retrieve incoming mail and scan it for digital records.
Access credit account portals to retrieve monthly bills and documents.
Monitor the accounts payable email inbox for any vendor inquiries or billing-related communications.
Enter all bills into Yardi.
Create and maintain a recurring bills checklist for monthly, quarterly, and annual billing schedules, noting when bills are generated and when payments are due.
Use the checklist to track the receipt of all anticipated bills.
Contact vendors and check their portals if bills are not received as expected, ensuring timely receipt.
Create purchase orders; match invoices to purchase orders and contracts.
Send applicable water bills to DDM monthly; enter DDM charges on tenant ledgers.
Ensure tenant sales reporting is received when due and provide to property manager to post.
Ensure all vendor invoices are received in the correct format as per the established procedures.
Notify vendors if invoices are not formatted properly, and ensure compliance with invoice submission requirements before processing.
Monitor and maintain insurance compliance for tenants and vendors.
Ensure the necessary documentation (such as insurance certificates) is received, accurate, and up to date in Yardi.
Post work orders and link them to relevant tasks and vendor invoices.
Input jobs and contracts in Yardi; match invoices to contracts.
Ensure lien releases are received and filed appropriately once the work is completed.
Generate construction invoices as needed and track their payment status.
Monitor credit card statement cycles and generate credit card purchase order numbers when the cycle opens.
Disseminate purchase order numbers to relevant employees.
After receipt submissions, close out the purchase order once the cycle closes and statements are printed.
Ensure the company remains in compliance with Secretary of State filing requirements annually (corporation) and every two years (LLC).
Upload necessary documents promptly in SharePoint.
Manage the annual renewal of business licenses, ensuring the timely submission of renewal forms.
Promptly upload the renewed licenses upon receipt in SharePoint.
Track residential utilities monthly in spreadsheet and complete semi-annual reconciliation.
Update tenant charges per results of the annual reconciliation.
Update and post utility charges for upcoming year.
Complete mid-term reconciliation when tenant(s) move out and post charges or credits.
