Reports to: Financial Controller
In your position as Property Bookkeeper, your duties and responsibilities may include, but are not limited to, those outlined below. This list is not intended to be complete or exhaustive, and you may be required to perform additional accounting, property management, administrative and related duties as may reasonably be assigned to you by the Company from time to time.
Accounting – Accounts Payable
- Receiving, reviewing, processing and filing vendor invoices, both physically and electronically, while ensuring that all invoices are accurate, properly approved and recorded under the correct property, company and expense account.
- Preparing payments by cheque, electronic funds transfer or wire transfer, maintaining the appropriate supporting documentation and following up on any vendor inquiries, discrepancies or outstanding account issues.
- Maintaining organized accounts payable records and ensuring that invoices, approvals, payment confirmations and other supporting documents are properly filed.
- Reviewing vendor statements and following up on any missing invoices, duplicate charges, outstanding balances or other discrepancies.
- Maintaining accurate vendor accounting information and assisting with vendor setup and changes, including ensuring appropriate supporting documentation and approvals are obtained.
Accounting – Accounts Receivable
- Reviewing accounts receivable reports, monitoring tenant balances and arrears and following up on outstanding or incorrect amounts with the applicable property manager or other Company representatives.
- Recording tenant payments received by electronic funds transfer, wire transfer, cheque, direct deposit or other approved payment methods and applying such payments to the correct tenant account and charges.
- Assisting with tenant account reconciliations and responding to tenant inquiries regarding rent, additional rent, recoveries, deposits and other charges.
- Assisting with the preparation and distribution of tenant statements, arrears reports and other accounts receivable correspondence.
- Assisting with the preparation, review and completion of tenant reconciliations, including operating costs, common area maintenance costs, realty taxes, utilities and other recoverable expenses, and ensuring that all adjustments are accurately calculated and billed in accordance with the applicable lease terms.
- Assisting the Financial Controller with month-end and year-end reporting, account reconciliations, working papers, budgets, audit requests and other accounting and financial matters as required.
- Maintaining and reconciling tenant deposits and ensuring that deposits, credits, adjustments and applications are accurately recorded in the applicable tenant accounts.
General Ledger and Month-End Accounting
- Preparing and/or assisting with journal entries, accruals, prepaid expenses, adjusting entries and other general ledger entries as required.
- Completing general ledger account reconciliations and investigating and correcting discrepancies, posting errors or unusual account balances.
- Assisting with month-end and year-end closing procedures to ensure accounting records are complete and accurate.
- Reviewing property and company general ledger accounts for accuracy and ensuring transactions are recorded under the appropriate property, company and account.
- Maintaining appropriate supporting documentation and working papers for journal entries, reconciliations and other accounting adjustments.
Banking and Reconciliations
- Completing monthly bank reconciliations for the properties and companies assigned to you.
- Reviewing deposits, withdrawals, bank charges, outstanding cheques and other transactions and investigating any discrepancies or outstanding items.
- Maintaining appropriate documentation for banking transactions, deposits, payments and reconciliations.
- Recording and reconciling mortgage, loan and other financing-related transactions, including principal and interest payments, where applicable.
Rent Roll, Tenant and Lease Accounting
- Reviewing rent rolls and tenant ledgers for accuracy and identifying discrepancies or required adjustments.
- Ensuring rent, additional rent, recoveries, utilities, realty taxes, deposits, credits and other tenant charges are accurately recorded and billed.
- Reviewing applicable lease information for accounting purposes and ensuring rent increases, additional rent adjustments and other financial obligations are accurately reflected in the accounting records.
- Assisting with the accounting setup of new tenants and updating accounting records for lease renewals, amendments, expansions, terminations and other lease changes based on information provided and approved by the Company.
- Working with property managers and other Company representatives to investigate and resolve discrepancies between lease information, rent rolls, tenant accounts and accounting records.
Utilities and Tenant Chargebacks
- Reviewing and processing utility invoices, including hydro, gas and water bills, and ensuring that all expenses are recorded under the correct property, company and expense account.
- Reviewing the applicable lease terms and charging utility costs to the appropriate tenants where required.
- Completing utility reconciliations to confirm that tenants are being charged correctly and that no billings or chargebacks have been missed.
- Reviewing unusual utility usage or charges and following up with the applicable property manager, tenant, utility provider or other service provider as required.
Property Taxes and Recoveries
- Reviewing and processing realty tax bills and ensuring amounts are recorded under the appropriate property, company and account.
- Assisting with the calculation, reconciliation and billing of tenant realty tax recoveries in accordance with applicable lease terms.
- Reviewing property tax adjustments, supplementary bills, credits or other changes and ensuring applicable tenant accounts and accounting records are updated as required.
Budgeting and Financial Reporting
- Assisting with the preparation of annual property operating budgets, forecasts and other financial projections as required.
- Reviewing actual property revenues and expenses against budget and assisting with the identification and explanation of material variances.
- Assisting with the preparation of monthly, quarterly and annual property financial reports and supporting schedules for management review.
- Providing accounting information, reports and supporting documentation to the Financial Controller and other Company representatives as required.
HST/GST and Tax-Related Accounting
- Assisting with the reconciliation of HST/GST accounts and maintaining supporting documentation for applicable tax filings.
- Ensuring applicable HST/GST amounts are appropriately recorded on invoices, payments, tenant billings and other accounting transactions.
- Assisting the Financial Controller and the Company's external accountants with tax-related accounting information and supporting schedules as required.
Audit and Year-End Support
- Preparing accounting schedules, reconciliations, working papers and supporting documentation required for year-end reporting and external audits or reviews.
- Responding to accounting-related requests from the Company's external accountants, auditors and other professional advisors as required.
- Assisting with investigating and resolving audit questions, account discrepancies and proposed accounting adjustments.
Accounting Systems and Data Integrity
- Maintaining accurate accounting, tenant, vendor and property information within the Company's accounting and property management systems.
- Reviewing accounting records for posting, coding and data-entry errors and making or coordinating appropriate corrections.
- Ensuring accounting information and supporting documentation are entered and maintained accurately and consistently in accordance with Company procedures.
General Responsibilities
- Maintaining complete, accurate and organized accounting, tenant and property records, both physically and electronically.
- Following the Company's accounting procedures, approval requirements, internal controls, policies and practices.
- Protecting the confidentiality of the Company's financial, tenant, property and business information.
- Working with the Company's employees, property managers, accountants, auditors, legal counsel, lenders and other professional advisors when required.
- Communicating and coordinating with tenants, vendors, utility providers and other third parties regarding accounting-related matters as required.
- Identifying accounting discrepancies, outstanding items or other issues and bringing material matters to the attention of the Financial Controller or other appropriate Company representative.
- Performing such other accounting, administrative, property management and related duties as may reasonably be assigned by the Company from time to time.
- The Company may amend, expand, reduce or otherwise modify your duties and responsibilities based on its operational requirements, provided that any such changes are consistent with the terms of this Agreement and applicable employment standards legislation
Job Types: Permanent, Full-time
Pay: $70,000.00-$85,000.00 per year
Benefits:
- Casual dress
- Dental care
- Extended health care
- On-site parking
- Paid time off
Flexible language requirement:
Application question(s):
- Do you have prior work experience in Property Account Real Estate (Commercial/ Residential)
Education:
- Bachelor's Degree (preferred)
Experience:
- Accounting: 5 years (required)
- Yardi Voyager 7s: 1 year (required)
Language:
Work Location: In person
