Office Bookkeeper

OFFICE MANAGER RESPONSIBILITIES AND EXPECTATIONS:

General:

·        Answer phones

·        Get and open mail

·        Process all invoices to appropriate place. Match invoices to Purchase orders

·        Order office supplies as needed

·        Generate correspondence as directed

·        Send information to banks as required

·        Arrange parties as needed

• Update Tenant Services with any tenant issues
• Schedule and track required Tenant Services and call for customer satisfaction.
• Stamp all invoices with invoice stamp and fill out all required information on invoice stamp; job, date, invoice #, invoice date, except for phase code
• Match PO’s / packing slips / contracts (if final billing) to invoices
• Match up all invoices with statements and request copies of missing invoices.
• File all paid bills as required
• Maintain current balance in check register.
• Keep all subcontractors workers compensation and general liability insurance up to date.
• Provide all new subcontractors or material suppliers with NTTC’s and obtain CRS numbers from them.

·        Create timesheets for hourly employees

·        Pay bills/ Visa

·        Certificates of Insurance

·        Make sure we have information from all new vendors (COI, W9)

Bi-Weekly Duties:

·        Payroll with online reporting (IRS, Fidelity)

Month End Duties:

• At month end run all job costs and job cost history reports 
• Prepare bank reconciliation for all accounts.
• Prepare monthly CRS report for signature and review. File on the 22^nd as required and wire transfer all CRS taxes monthly as received
• Prepare workers compensation report.

Quarter End Duties:

·        Payroll reports & WKC reporting and payment

·        Quarterly financials to partners

·        Quarterly Management fee billing

·        Maintenance billing

Year End Duties:

·        Purge all accounts payable files. Take two year old records and box and store in storage area. Move last year’s records to the lower drawers for availability.

• Make new labels and new files for accounts payable.
• Process W-2’s
• Process 1099/1096
• Prepare all information for audits
• Property tax spreadsheet up to date with most recent valuation & valuation after protest
• Complete AJE’s from CPA after taxes have been completed.

LLC Duties:

·        Pay all LLC bills/monthly Visa

·        Pay Utilities online(on autopay)

·        Certificates of Insurance – keeping up to date

·        Keep Tenant contact information up to date

·        Keep APODS updated

·        Provide balance sheets and P&L’s to banks and mortgage companies

·        Order checks and deposit slips as needed

·        Property Taxes

·        Pay all tax bills

Initial Setup/Move In:

• New tenant files are to be set up for all new lessees/tenants pursuant to an initial color code scheme established for that particular building/address.
• Annual property operating data sheets (APOD’s) are to be amended to reflect the new tenant’s leasehold (lease rate, tenancy period, lease amounts, square footage, special note, i.e., extensions, etc.)
• These tasks and services include the acquisition of insurance certificates from each and every tenant, tenant emergency information, utility set up, miscellaneous maintenance and building repair procedure requests, signage, welcome/opening letter, etc.

Close Out/Move Out:

• Tenant files are to be archived for future reference and use of applicable data.
• Timely release of balance of security deposit. After expenses are deducted.

Daily Services:

• The recordation, scheduling, coordination, follow through and confirmation of all valid and required tenant building services and requests.
• Maintenance, recordation and updating of all insurance certificates of all subcontractors, vendors, suppliers, etc.
• Maintenance and updating of all tenants/lessee’s required insurance certificates pursuant to the lease agreement/contract.

Monthly Duties:

·        Deposit rent checks & record payments

·        Reconcile all LLC bank accounts

·        Send out monthly invoices to tenants to request them

·        Monthly mortgage payments are on autopay

·        Send out appropriate lease letters for increases

Year End Duties:

·        Process 1099/1096

·        Income tax payments needed

·        Match 1099’s from tenants to Quickbooks amount

·        Mail all 1099’s to vendors & ones to IRS that are not submitted online

·        Scan all tax returns to computer once CPA delivers them