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Assistant Manager
4 months ago
Location: Aventura, FL (33180)
Schedule: Mon-Fri 9am-5pm
Pay: $57,000-$60,000/yr
**Job Overview**:
The Assistant Manager assists in the management of properties in accordance with company policies, procedures and standards. This individual will develop knowledge and skill in the areas of income/expense management and administration, physical facilities management, and tenant relations.
**Your Responsibilities**:
- Prepares and reviews financial statements, P&L variances.
- Prepares financial statements in accordance with GAAP regulations.
- Reviews and approves financial statements, P&L variances, bank reconciliations.
- Assists managers and board members in the preparation of annual operating budgets.
- Reconciles accounts receivable and research payments.
- Assists with recording accounts payable invoices and issuing checks.
- Assists with preparation of client funding requests.
- Assists with maintenance of the master schedule of dues for all existing and new associations.
- Works closely with the lead accounting resource and with management staff for all client transitions - both new clients and terminated/resigned accounts - to ensure a smooth transition for internal staff, owners, board members, etc.
- Conducts research on any outstanding or unexplained items.
- Identifies and records income and expenses by accounting periods and follows accounting schedules by preparing accruals, prepaid schedules, or receivables schedules in a timely manner.
- Answers accounting and financial questions by researching and interpreting data.
- Identifies opportunities to streamline processes to ensure accuracy and timeliness and makes recommendations to supervisor.
- Ensures that all key accounting processes are documented and that all process documents are updated on a recurring basis.
- Coordinates, reviews, and tracks completion of tax returns and annual review/audits as prepared by third-party firms.
- Communicates with managers, BOD members, developers and/or bank representatives, as needed.
- Analyzes and posts end-of-year audit entries.
- Prepares individual financials for end-of-year closing.
- Prepares monthly/yearly cash flow forecasts.
- Assists in special requests and projects as needed.
- Protects organization's value by keeping information confidential.
- Maintains strong documentation standards and audit trails to support all transactions.
- Oversees the tracking and response to tenant service requests.
- Maintains tenant relation program and regular positive communication with each tenant.
- Performs quarterly property inspections.
- Coordinates insurance requirements for properties and associated vendors.
- Responsible for the development preparation and distribution of tenants' manuals, emergency procedures and other necessary formalized tenant communication.
- Responsible for the preparation of check runs, capital trackers and funds and all other forms for approval by Community Association Manager.
- Assists in preparation of monthly reports.
- Assists in the development of operating and capital budgets.
- Assumes all other duties and responsibilities as directed by Community Association Manager.
- Manages tenant relationships to ensure tenant retention and a high level of service including timely and complete resolution of tenant concerns, coordinating special services and requests, and conducting formal and informal inspections.
- Establishes and maintains industry contacts and relationships in the property's marketplace through involvement in trade organizations, property management and real estate associations and networking opportunities with vendor outreach and peer groups.
- Creates the culture needed to enhance, promote, and execute daily positive interaction among members of the building management team.
- Follows safety procedures and maintains a safe work environment.
- Work schedules and working hours are determined by business and client needs and may be modified by FirstService at any time, and such modification may include extended hours and weekend, evening, and holiday hours.
- FirstService will accommodate sincerely held religious beliefs and practices that may conflict with work schedules and working hours if such accommodation would not impose an undue hardship on business operations. Requests for such accommodation should be made to Human Resources.
- Other duties as required.
**Skills & Qualifications**:
- Bachelor's degree (B.A. or B.S.) in accounting or related field from a four-year college or university, or equivalent combination of education and experience.
- Two (2) years of experience as an on-site manager managing the property or building operations, such as staff and service contracts, tenant retention and tenant improvements is preferred.
- Strong working knowledge of customer service principles and practices.
- Ability to read, analyze, and interpret technical procedures, leases, regulations or documents with a similar degree of complexity.
- Strong interperso
