Front Office Accounting Assistant, Property Management Division

BASIC FUNCTIONS

• Responsible for the professional and efficient managing of visitors, clients, telephone calls, mail and messages, deliveries as well as a variety of clerical or routine administrative tasks which require application of judgment and initiative.
• Responsible for assisting the accounting clerk, property manager[s] and the projects in the processing of accounting related duties.
• Provide administrative support to accounting clerk, undertaking clerical tasks such as data entry, filing, handling mail and basic bookkeeping.

RELATIONSHIPS

1. Reports to the Sr. Office Administrator and Vice President, Property Management Division.

2. Maintains relationships with other staff members, working closest with the accounting clerk, property

managers, assistant property managers, resident managers and accounting (Montpac).

3. Maintains relationships with agents and staff of our affiliated companies.

RESPONSIBILITIES

• Answers the telephone courteously.
• Retrieves and distributes all telephone messages from the answering service, ad line and/or main line.
• Directs prospective current clients, tenants, service professionals, etc., to the appropriate staff person who can assist them.
• Assists in the collection of rents and other moneys due and prepares rental receipts for the same.
• Opens and distributes all incoming mail (both U.S. mail and interoffice mail). Also checks incoming and outgoing boxes and distributes interoffice mail at least every two hours.
• Posts outgoing mail (postage and drop off) for PMD and Location’s.
• Assists with the maintenance of all property files in an orderly fashion and in a timely manner.
• Maintains inventory and orders all office supplies when necessary.
• Assists with the recording and follow-up of tenant maintenance requests.
• Checks the facsimile machine, date stamp receipt and distributes to staff.
• Assist property managers with their clerical overflow, i.e., applicant credit reports, setting up vacant unit showings.
• Tidies utility room, front desk, conference rooms, and counter areas on a daily basis.
• Handles all pick up and deliveries of keys and other material. Maintains a sign-out log.
• Assists with receiving and recordation of all cash receipts (cash, check, lockbox coupon). Completing deposit slips when necessary & appropriate & depositing cash and rent payment.
• Prepare and mail all client proceeds and reports.
• Prepare and help organize rent coupons and recurring payables A/P and A/R.
• Provides accounting and clerical support to the property management team.
• Works closely with accounting clerk and accounting team (Montpac) on day-to-day operation of PMD.

REQUIRED SKILLS / EXPERIENCES

· Minimum high school education.

· Familiar with layout of the island so as to be able to direct prospective tenants to specific areas of the island.

· Computer literate.

· Minimum of 2 years’ experience in general ledger accounting or property management accounting.

PERSONAL QUALIFIATIONS

· Preferred, but not required, active Hawaii real estate license.

· Outstanding interpersonal skills with the ability to generate credibility, trust and respect throughout the Company.

· Ability to form strong partnerships with employees and agents.

· Maintains relationships with suppliers, vendors and professionals servicing the rental properties under our management program.

· Demonstrates passion in his/her work.

· Demonstrated ability to understand and be responsive to the needs of other business owners, divisions and departments.

· Positive attitude that remains consistent despite challenging or changing situations.

· Knows how and when to appropriately escalate matters needing management attention.

· Courteous, use of proper grammar, pleasant voice and mannerisms.

· Appearance compatible with the image of the company.

· Diplomacy in handling tenant-related problems and emergencies.

· Grace under pressure.

· Attentiveness to detail.

· Ability to assist property managers in their daily responsibilities requires some knowledge of the Hawaii Residential Landlord-Tenant Code and Fair Housing Laws.

· Minimum 45 wpm accurate typing skills.

· Proficiency with the following software applications preferred: Word 6.0, Excel 5.0, Windows 2013, AppFolio Property Management (preferred but not necessarily required).

Job Type: Full-time

Pay: $19.00 - $20.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off

Education:

• High school or equivalent (Preferred)

Experience:

• Administration: 3 years (Required)
• Customer Service: 3 years (Required)
• Accounting: 2 years (Preferred)
• Property Management: 2 years (Preferred)

Location:

• Honolulu, HI 96813 (Required)

Work Location: In person