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Description
Title: Administrative AssistantDepartment: AccountingReports To: VP, Senior ControllerLocation: New York, New YorkFLSA: Non-ExemptPosition Summary:This position provides executive and administrative support to two VP, Senior Controllers as well as other members of the Accounting department. Responsibilities include screening calls, managing calendars, making travel, meeting and event arrangements, and preparing certain reports. This role requires strong computer and internet skills, flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff, as well as tenants, vendors and other outside clients. Sensitivity to confidential matters is required.Responsibilities:* Provide executive level support to the VP, Senior Controllers* Provide administrative support for the Accounts Receivable, Lease Administration and Accounts Payable teams, as required* Assist with projects and other duties as directed by the Chief Accounting Officer and Chief Controller.* Coordinate between accounting and other company departments to resolve day-to-day administrative and operational issues* Manage calendars for the VP, Senior Controllers, including prioritizing meeting requests, scheduling with internal and external contacts, and preparing materials for meetings. Ensure that the VP, Senior Controllers are on time and prepared for all meetings.* Screen incoming calls for the VP, Senior Controllers. Take messages and ensure all calls are returned in a timely manner.* Prepare agendas and reports, monitor attendance, record minutes and track follow-up action items for recurring meetings within the Accounting department.* Create and proofread letters, including mail merge documents.* Prepare and distribute various reports* Act as point of contact for department, fielding questions from tenants, outside vendors and other internal departments* Prepare expense reports for credit card usage along with supporting documentations in a timely manner* Assist with the preparation of quarterly sales tax and commercial rent tax returns* Assist the department with quarterly and year-end audits, including downloading invoices, tax returns, bank statements, and other information requested by internal and external auditors* Coordinate security deposit information and process cash security deposit returns to tenants* Request W-9’s from vendors and input into Yardi, as needed* Send and receive faxes, mail and packages* Scan documents and manage files* Responsible for the security deposit process for new tenants, move out accounting, bank withdrawals, transfers, and deferrals* Contact point for bank transfers and withdrawals* Responsible for monthly retail sales report and percentage rent tracking and report* Responsible for tracking, logging, and sending rent and other letters for the department* Provide back up and assistance to the Administrative Assistant to the Chief Controller, as required.Qualifications:* 5+ years of experience in an administrative position* Bachelor’s degree preferred* High level of analytical, organizational and time management skills, including the ability to manage competing priorities and meet deadlines with limited supervision* Experience exercising discretion and handling information in a confidential and sensitive manner* Proficiency in computer and internet use, including Microsoft Office, especially Outlook, Word and Excel* Professional telephone presence* Must exhibit a professional demeanor, appearance, and attitude at all times* Ability to work independently* Strong written and verbal communication skills* Ability to work in a fast-paced environment and multi-task* Excellent organizational skills and attention to detail* Creative multi-tasking and problem-solving abilities* Yardi experience a plus* Salesforce experience a plus* Bookkeeping experience a plus
Posted on :
2021-09-13T08:26:22Z
