Accounts Receivable Specialist

Position Overview:

The Accounts Receivable Specialist plays a critical role in supporting the financial operations of the property management team. This position is responsible for accurate tenant billing, timely application of payments, effective collections, and maintaining compliance with lease agreements. The ideal candidate will be detail-oriented, organized, and customer-focused, with a strong background in real estate or property management accounting.

Key Responsibilities

Tenant Billing

• Prepare and process recurring and miscellaneous tenant charges (e.g., rent, utilities, after-hours HVAC, service orders, valet vouchers, etc.) in the accounting system.
• Prepare late fee calculations after the 20th of the month and generate charge batches for management approval.
• Run preliminary billing reports, reconcile against prior month, and submit for Controller review before posting.
• Generate and distribute tenant invoices, ensuring supporting documentation is included and delivered by mail or email as requested.

Cash Receipts

• Post daily deposits, wire transfers, and electronic tenant payments within three business days of receipt.
• Research and resolve unidentified or misapplied payments in coordination with tenants.
• Suspend posting for deposits dated after the 20th of the month during billing, and prioritize catch-up postings once billing is finalized.

Month-End Close

• Complete posting of all receipts by the third business day following month-end.
• Prepare and process any post-billing adjustments.
• Assist in closing AR transactions for all properties each month.
• Reconcile AR subledger balances to the general ledger, investigating and resolving discrepancies.

Collections & Tenant Relations

• Serve as the primary point of contact for tenant billing inquiries; provide prompt and professional responses.
• Proactively contact tenants with balances over 60 days past due to facilitate timely collections.
• Process tenant security deposit refunds in compliance with lease terms and company policy.

Lease & Compliance Adjustments

• Maintain Prime rate tables and update tenant late fee rates in the accounting system.
• Update CPI rate tables bi-monthly and process CPI-based rent adjustments for applicable tenants, subject to review and approval.

Other Duties

• Support the Controller with special projects as needed.
• Collaborate with property management staff to ensure lease compliance and accurate tenant billing.
• Assist in developing process improvements to enhance AR efficiency and accuracy.

Qualifications

• 3+ years of accounts receivable experience, preferably in property management or real estate accounting.
• Strong understanding of lease terms, tenant billing, and collections.
• Proficiency in accounting systems (Yardi or similar software strongly preferred).
• Proficiency in Microsoft Word, Excel and Outlook.
• Excellent organizational skills and attention to detail.
• Strong communication and customer service skills when working with tenants and internal teams.
• Ability to work independently while meeting deadlines in a fast-paced environment.
• Must have proficient ability to use standard office equipment such as computers, phones, photocopiers, scanners, and fax machines.
• Must meet productivity standards established by management, accomplished within the required timeframe determined by management.
• Demonstrates regular punctual attendance and adheres to policies and procedures.
• Required to be onsite a minimum of 5 days per week, but fewer days feasible if approved by management.
• Receives instructions, prioritizes tasks, and completes duties assigned by manager.
• Performs all duties following organizational chain of command.
• Performs other duties as assigned.
• Must present a professional office appearance.
• Ability to move around office, sitting for long periods of time, and ability to lift 5 lbs.