Position Summary
The primary responsibility of this position is to assist the company controller(s) and Chief Financial Officer in managing the accounting for day-to-day transactions across various accounting platforms and several legal entities. This includes creating entries within the property management software, ensuring that vendor relationships are maintained, tax/insurance documents are kept current, homeowner expenses are posted, and all payments received are entered.
Essential Job Responsibilities
- Accounts payable management; enter and manage bills through Bill.com and the property management system.
- Coordinates with owner services representatives to ensure all vendor payments are approved. If payments are not approved, coordinate with vendors to resolve disputes.
- Credit card management; ensure timely, proper recording and documentation of all company and managed entity credit card charges.
- Converts credit card charges from bank reports and uploads and classifies charges into Quickbooks software. Directs cardholders to provide additional information when necessary.
- Receive payments from guests and wholesalers and apply them to appropriate folios. Research and resolve any remaining balances due or overpayments.
- Initiate and lead the vendor onboarding process, working with managers and vendors to acquire all needed documents, including but not limited to W-9s and insurance certificates.
- Homeowner accounts receivable management; process and post homeowner payments, regularly review past due accounts, and collaborate with the owners' services team to bring accounts current.
- Long-term rental account receivable management; process and post long-term tenant payments, escrow account management, and communicate with the long-term rental manager on past due accounts.
- Assist the accounting department in monthly closing procedures- Such as department reviews and bank reconciliations, collection of receipts, and general help where needed.
- Responsible for various administrative tasks; preparing bank deposits, mail pick up, organizing documents, data entry, and clerical support.
- Performs other related duties as assigned.
Essential Job Requirements
- EDUCATION: 4-year College degree or equivalent experience in a related field is required.
- EXPERIENCE: Proven accounting experience; minimum of 3 years of bookkeeping experience in the vacation rental industry and a solid understanding of basic accounting.
- REQUIRED SKILLS: Self-starter with the ability to work remotely several days per week. Excellent critical thinking skills and ability to identify problems and implement solutions. Well organized, accurate, aptitude for numbers and data entry with attention to detail. Strong verbal and written communication skills. Proficient in QuickBooks.
- PREFERRED SKILLS: Experience with Track property management systems and/or RDP. Working knowledge of Bill.com and Smartsheets.
- PHYSICAL REQUIREMENTS: Prolonged periods of standing, walking, bending, sitting at a desk, and working on a computer. Must be able to climb stairs regularly and lift up to 20 pounds.
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