I. OBJECTIVE
The Controller is a management position accountable for the accounting operations of the company, to include the production of financial reports, maintenance of an adequate system of accounting records, and a comprehensive set of controls and budgets designed to mitigate risk, enhance the accuracy of the company's reported financial results, and ensure that reported results comply with generally accepted accounting principles or international financial reporting standards.
II. RESPONSIBILITIES
The essential functions of the job include but are not limited to the following:
1. Staff Related Tasks
a. Oversee accounting team, meeting with staff weekly to review weekly goals/tasks in accordance with the Accounting Calendar (attached).
b. Oversee the issuance of financial information by reviewing monthly reports for accuracy, recording any correcting entries, and dispersing to clients.
c. Manage the capital request and budgeting processes annually by 90 days prior to yearend and within Condo Bylaw due dates.
d. Perform annual CAM Reconciliations per terms of lease (normally within 90 days of year-end).
e. Ensure that accounts payable are paid in a timely manner per contract terms and or net 30 by running Aged Payables and processing payments weekly.
f. Ensure that all reasonable discounts are taken on accounts payable.
g. Ensure that accounts receivable are collected and recorded daily. Run tenant delinquency reports weekly to track aged receivables and coordinate with Property Managers on filing process.
h. Ensure that periodic bank reconciliations are completed monthly in accordance with the Accounting Calendar (attached).
i. Ensure that required debt payments are made on a timely basis according to debt service agreements.
j. Maintain the chart of accounts, creating new GLs when needed and as approved by the CFO, and reclassing expenses to the appropriate GL accounts.
k. Maintain an orderly accounting filing system. Current year and previous year files to be kept up to date in Accounting Department, and two more prior years held in storage. Audit and shred files annually after year-end process has occurred.
l. Coordinate the provision of information to external auditors for the annual audits during tax time.
m. Oversee regulatory reporting, frequently including tax planning and compliance, on monthly basis.
n. Train all new Accounting Staff (basic schedule attached).
o. Collect and audit accuracy of all employee timesheets bi-weekly using Altair's time tracking and facility management software (As of this writing, TimeClock and PMware).
p. Run weekly ticklers to ensure tenant move-ins, move-outs, and renewals are processed in timely manner (i.e. within 30 days of move-out). Coordinate with Property Managers for any missing documentation.
q. Manage the monthly close for all clients according to the Accounting Calendar (attached).
r. Conduct monthly 1-on-1 performance meetings with Staff.
2. System Related Tasks
a. Oversee the company's transaction processing systems by auditing transactions for posting errors monthly before closing posting month in Accounting System. Close posting period monthly and annually in Accounting System.
b. Maintain a documented system of accounting policies and procedures. Review and revise annually.
c. Ensure all staff complete their invoice approvals in a timely manner in Altair's payment processing software (As of this writing, Avid Xchange) weekly.
d. Import customer payments from payment processing system to Accounting System daily, verifying tenant and bank account information is accurate.
e. Export tenants from Accounting System to payment processing system daily.
f. Clock in and out daily and add time off requests via Webclock.
g. Stack email daily (www.stackmethod.com)
3. Vendor Related Tasks
a. Maintain relations with external auditors and investigate their findings and recommendations annually.
b. Provide financial analyses as needed, for capital investments, pricing decisions, and contract negotiations.
4. Client & Tenant Related Tasks
a. Provide highest level of customer service and response to tenants & property owners.
b. Participate in Monthly Operating Reviews and client meetings as directed.
Perform other duties as required for the successful operation of the business.
III. QUALIFICATIONS
Education: Bachelor's Degree in Accounting, Finance or Business Administration
Experience : 5-10 years of experience in field.
IV. SPECIAL REQUIREMENTS
1. Knowledge of accounting principles.
2. Self-directed and motivated.
3. Customer-service oriented.
4. Ability to manage multiple projects and deadlines simultaneously.
5. Driver's license.
6. Demonstrate strong oral and written communication skills.
7. Excellent analytical and organizational skills.
8. Demonstrate ability to support and contribute to team.
9. Neat, clean, professional at all times throughout the workday and/or whenever present on property.
1. Operate telephone, personal computer/keyboard, Microsoft Office including Word and MS Outlook, Property Management Software.
1. Comply with expectations as demonstrated in the employee handbook.
1. Demonstrate ability to diffuse and respond to customer concerns to avoid escalation of problems.
V. EQUIPMENT UTILIZED
1. Personal computer
2. Microsoft Office 365 Suite
3. Yardi Property Management Software
4. Entrata Property Management Software
5. Quickbooks Online