Bookkeeper

Job Description: Bookkeeper, MAK Capital

Reports to: COO

Works daily with: Office Manager (transition of the books, investor and vendor records), MAK Construction accounting (checks, lien waivers, Ramp), the property manager (rent rolls and receivables), and our outside accounting firm (month-end and year-end)

Location: Grand Forks, ND office. In-office required. We still pay a large share of our bills by physical check, and the checks get cut, signed and mailed here.

Status: Part-time, hourly, 20 to 30 hours a week. Weekday daytime hours, set with the COO.

About MAK Capital

MAK Capital is a real estate investment company based in Grand Forks. We own and operate a growing portfolio of self-storage and multifamily properties across North Dakota, South Dakota and Iowa, our largest storage facility opens in Rapid City this fall, and we have more projects in the pipeline for next year. Our sister company, MAK Construction, builds most of what we own. Each property sits in its own entity, so the books are many small sets of records rather than one big one, and they have been handled by our office manager alongside everything else she does. The company has outgrown that. This is the job.

Position purpose

Own the day-to-day books for MAK Capital and its property entities so nothing waits on someone who has five other jobs. You enter and code every bill to the right entity, run the twice-monthly payment cycle, cut the checks, invoice and collect what tenants and partners owe us outside our storage software, reconcile every account every month, and hand our outside accounting firm a clean month-end package they do not have to fix. On the construction side you back up the accounting team with check mailing, lien waivers and Ramp coding. You report to the COO and you work in the office.

This is a detail job in a company that moves fast. It fits someone who likes clean books, notices when a number is off, keeps a list and works it down without being reminded, and is comfortable asking a question early rather than guessing.

Responsibilities

Accounts payable, across every entity

·      Enter and code every incoming bill in QuickBooks to the correct entity and property, get approvals, and file the backup.

·      Run the payment cycle on the 1st and 15th: nothing past due, nothing paid twice, nothing paid from the wrong entity.

·      Cut, get signed, stuff and mail the physical checks, and keep the check log current.

·      Keep vendor files current: W-9s, contact and remittance details, utility accounts by property.

·      Keep intercompany charges clean by paying each bill from the entity that owes it, and flag anything that needs a bill-back between entities.

Accounts receivable

·      Invoice tenants and partners that sit outside our storage software (commercial and office tenants, management fees, bill-backs) on the 1st, record deposits, and apply payments.

·      Follow up on anything unpaid at 15, 30 and 60 days, and tie out receivables with the property manager every week.

Reconciliations and month-end

·      Reconcile every bank, credit card and loan account for every entity by the 10th of the following month.

·      Deliver the month-end package to our outside accounting firm on schedule, and answer their questions the same week.

·      Support year-end: 1099s, W-9 cleanup, and the backup our accountants and investors' tax preparers ask for.

MAK Construction support

·      Help bring MAK Construction check printing in-house from our outside accounting firm, then stuff and mail those checks and confirm every lien waiver is signed before a check goes out.

·      Code Ramp transactions and enter bills for construction as capacity allows.

Records and systems

·      Keep the accounting folders organized in SharePoint, one folder per entity, backup attached to every payment.

·      Write down the process as you take it over (the payment calendar, the month-end checklist, where everything lives), so the books do not depend on one person's memory.

·      Learn the tools we adopt as we automate payables (Ramp and similar), and help move bills from paper to those tools where it makes sense.

First 90 days

1.     Shadow the office manager on the books from day one; take the 1st and 15th payment cycle by day 30.

2.     Clear the backlog of unentered and unpaid bills and confirm every vendor is current.

3.     Audit receivables: every tenant and partner outside the storage software has been invoiced and is current, or has a dated follow-up.

4.     Get every entity reconciled through the prior month and deliver the first month-end package on time.

5.     Publish the payment calendar and the month-end checklist.

Scorecard (reviewed weekly)

Measure

Target

Bills paid on the 1st and 15th cycle

100 percent on time, zero duplicates, zero paid from the wrong entity

Invoices out

On the 1st, every month

Receivables over 30 days

Every one with a dated follow-up; nothing over 60 without the COO knowing

Reconciliations

Every account, every entity, done by the 10th

Month-end package to the accounting firm

On schedule, corrections trending to zero

Checks mailed with signed lien waivers

100 percent

What we are looking for

·      One to two years of hands-on QuickBooks bookkeeping. This is a requirement.

·      Property management or real estate bookkeeping strongly preferred: multi-entity books, utilities by property, bill-backs, rent rolls. Someone who has kept the books for a management company will feel at home here.

·      Accurate and organized. You catch your own mistakes and you keep a list.

·      A self-starter who works the list down without reminders and asks early when something does not add up.

·      Discreet with financial and investor information.

·      Strong in Excel and Microsoft 365, comfortable learning payables software.

·      Able to work in our Grand Forks office; this role cannot be done remotely.

·      Able to pass a background check.

Nice to have, not required: construction bookkeeping (job costing, lien waivers), Ramp, storage or property management software, willingness to use AI tools for the repetitive parts once the process is yours.

Where this can go: as the portfolio grows the seat grows with it, toward more hours and, for the right person, property accounting and office support beyond the books.

Compensation and benefits

·      Hourly pay of $22 to $28 per hour, set on experience.

·      Part-time, 20 to 30 hours a week, weekday daytime hours in the office.

·      As a part-time position, this role does not include paid time off, paid holidays, 401(k) or health insurance.

·      90-day review against the scorecard, then annual.