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.
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.
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