Controller - Property Management and Real Estate Development

Hightop Real Estate and Development is a premier vertically integrated Philadelphia-based real estate company developing transformative mixed-use multifamily and planned community projects across the Greater Philadelphia region. Our platform spans the full real estate lifecycle, including acquisition, financing, construction, leasing, and property management across both stabilized assets and active ground-up development.

As we continue to grow our portfolio, we are looking for a hands-on accounting professional who is equally comfortable closing the books on operating properties and running the financial mechanics of active development projects.

POSITION SUMMARY

We are seeking a Controller/Accountant to own day-to-day accounting across two distinct areas of the business: property management and real estate development.

CRITICAL SOFTWARE REQUIREMENT

Expert operational proficiency in both AppFolio and QuickBooks is a strict non-negotiable requirement for this role. Candidates must possess immediate independent mastery of these two specific platforms on day one. Experience with alternative real estate or accounting software will not substitute for this requirement.

This is a dual-discipline role for someone who understands the difference between operating a stabilized asset and funding a project under construction, and who can move fluidly between the two. A core part of the role is managing construction draw requests and serving as the financial point of contact with our lenders and banks to keep projects funded on schedule. Note that this role does not require preparing AIA documents.

KEY RESPONSIBILITIES

Property Management Accounting (AppFolio)

• Maintain full cycle accounting for the operating portfolio exclusively in AppFolio, including AP, AR, GL, and bank reconciliations.

• Process rent receipts, owner distributions, and vendor payments while managing the lease to ledger flow. • Prepare monthly, quarterly, and annual financial statements at the property and entity level.

• Manage CAM reconciliations, tenant billbacks, and recurring charges as applicable.

• Reconcile security deposits, escrows, and reserve accounts.

• Support budgeting variance analysis and ownership or investor reporting.

Development Accounting (QuickBooks)

• Maintain project-level accounting for active development entities exclusively in QuickBooks, including job costing by project and cost code.

• Track development budgets against actuals and flag variances to ownership.

• Manage intercompany transactions and entity-level books across multiple LLCs.

• Reconcile construction costs, retainage, and vendor or subcontractor payments.

• Prepare project financial reporting for internal stakeholders and partners.

Construction Draws and Lender Coordination

• Prepare and submit construction loan draw requests to banks and lenders on a recurring basis.

• Assemble and track supporting documentation for each draw, including invoices, lien waivers, budget or cost reports, and sources and uses statements.

• Serve as the primary financial liaison with lenders, banks, and inspectors to ensure timely funding of draws.

• Monitor loan balances, interest reserves, and availability across the financing stack.

• Support refinancing, loan modification, and new loan underwriting requests with required financial information.

General and Cross-Functional

• Coordinate with the property management and construction teams to ensure clean, timely data flow into both systems.

• Support the annual external accounting or tax process and provide schedules to outside CPAs.

• Maintain organized records for audits, lender reporting, and ownership reviews.

• Continuously improve accounting processes, controls, and reporting across both platforms.

QUALIFICATIONS

• MANDATORY SOFTWARE EXPERTISE: Proven expert-level utilization of AppFolio and QuickBooks is absolutely required.

• Five or more years of accounting experience in real estate with deep exposure to both property management and development or construction accounting.

• Direct experience preparing construction loan draw requests and working with banks or lenders on project funding.

• Strong understanding of job costing, multi-entity accounting, and intercompany transactions.

• Advanced Excel skills and strong attention to detail.

• Ability to manage multiple entities and projects simultaneously in a fast-paced environment.

Preferred

• Bachelor's degree in Accounting, Finance, or a related field.

• Experience in a vertically integrated real estate platform spanning multifamily, mixed-use, and ground-up development.

• Familiarity with lender draw processes, retainage lien waivers, and interest reserves.

• CPA or progress toward CPA is a plus, though not required.