Controller/Accountant

The UPS Store•Akron, OH

23h•Onsite

About The Position

This role requires a detail-oriented individual with excellent organizational and communication skills to manage accounting functions, including billing, invoicing, payroll, banking, and financial reporting. The position involves significant interaction with clients, tenants, and management, requiring a high degree of personal accountability and professionalism.

Requirements

Accounting Degree Required
Commercial Real Estate Office Experience
Personal Computer Knowledge and Experience
QuickBooks Pro or QuickBooks Enterprise Edition required
Microsoft Office includes Word, Excel & Outlook
Knowledge & Experience with billing, invoicing, payroll, banking & financial reports
Excellent Communication Skills
Excellent Interpersonal Skills
Quick Study
Self-Starter with a high degree of enthusiasm
Excellent organizational skills with detail orientation
Personal Accountability (Attendance, Reliability, High Degree of Personal & Business Ethics, Confidentiality, Work without Supervision, Leadership, Work with Co-Workers)
Telephone Etiquette: Answer telephone promptly with appropriate greeting, Professional Manner, Determine nature of call and handle in professional & timely manner
Oral & Written Skills: Speak clearly and professionally, Good listening and positive feedback, Utilize e-mail as needed and professional manner, Business letters concise, Reports neat, concise and detailed
Handling of Incoming Calls: Prioritize incoming calls according to subject relating to call
Priority requests: Calls demanding agent’s immediate attention, May be repeat client or tenants interested in properties, Calls to be forwarded directly to agent/manager with an acceptable turnaround time of one hour
Personal Response: Requires direct response, not as time critical, return call by end of business day, Assistant should return call if agent unavailable
Informational Response: Assistant to handle this type of call, Assistant prepare personalize letter with requester’s name & address using a mail-merge feature, Assistant set an automated response in agent’s e-mail using certain key words in subject line to send requested information
Handle Payroll: Process payroll according to schedule, Review documents & register/reports for accuracy, Notify payroll company of any updates/changes
Invoicing & Billing: Prepare invoices and/or billing statements, Prepare checks for payment for invoices received, Verify invoices are accurate, Set follow-up for receipt of payment, Maintain log of billing statements/invoices with client name, date billed, amount of invoice & record date paid, Keep supervision informed of past due invoices
General Office Duties: Hours of operation – be punctual and ready to start the day on a timely basis, Maintain good working relationship with manager & client, Plan a daily to do list for discussion with owner to assure listed activities are a priority to owner and assistant, Update manager of all communications with clients to maintain continuity of communication between client, assistant & manager, Communicate with clients on a weekly basis to inquire of their needs, Analyze and prioritize income producing task prior to beginning routine paperwork to insure income producing opportunities are reviewed by manager and assistant, Create action plan for special projects that include record of time and cost of all projects for evaluation at end of each year for the following year
Administrative Duties: Maintain a log for each transaction to confirm items are being received and filed properly, Run errands, as necessary to assist with the business, Perform general tasks, i.e. filing, accepting deliveries, screening phone calls, etc., Maintain follow-up with each tenant after a completed transaction to solicit feedback and provide information with manager/agent
Banking Responsibilities: Match incoming checks with proper account/client, Prepare bank deposits, Reconcile bank statements, Assure expenditures are in accordance with ledger balances, Keep supervision informed of balances of internal accounts
Financial Reports: Compile accurate data for financial statements & reports including profit and loss statements and balance sheet, Balance financial records/reports, Review records & reports for discrepancies, Maintain ledgers, records, reports & files, Determine time frame for keeping ledgers, records, reports & files, Monthly account reconciliations
Property Responsibilities: Maintain records of financial transactions & property maintenance for Tenant and Landlord accounts, Process work order requests from tenants, landlord & property manager, Contact vendors for written estimates, Enter work order into proper system, Maintain follow-up on status of work completion, Review repair & maintenance invoices to ensure work performed was completed as requested and per estimate, Prepare check for vendors, Maintain list of vendors, addresses, telephone numbers & contact person, General clerical/administrative functions
Lease Coordination: Prepare check list for leases, Coordinate leases using checklist, Maintain a contact record on forms provided on all tenants with a new or renewing leases, Keep strict tabs on deadlines in leases including: Improvements, Inspection deadlines, closing dates, Occupancy dates, deposits/funds dispersed, Check and follow that client submits all relevant paper work to manager. Prepare check list for needed information
Company Policies/Guidelines: Background checks and drug testing may be required at management discretion, Bonding required, Cell phones during work hours restricted to family emergencies, No Smoking on premises, Professional Dress Code: No jeans, tattoos must be covered, no body piercing to be exposed, 2 earrings per ear permitted

Responsibilities

Process payroll according to schedule, review documents and reports for accuracy, and notify the payroll company of any updates/changes.
Prepare invoices and/or billing statements, prepare checks for payment of invoices received, verify invoice accuracy, and set follow-up for receipt of payment.
Maintain a log of billing statements/invoices with client name, date billed, amount of invoice, and record date paid, and keep supervision informed of past due invoices.
Maintain records of financial transactions and property maintenance for Tenant and Landlord accounts.
Process work order requests from tenants, landlords, and property managers, contact vendors for written estimates, and enter work orders into the proper system.
Maintain follow-up on the status of work completion, review repair and maintenance invoices to ensure work performed was completed as requested and per estimate, and prepare checks for vendors.
Maintain a list of vendors, addresses, telephone numbers, and contact persons.
Perform general clerical/administrative functions related to property management.
Prepare checklists for leases, coordinate leases using the checklist, and maintain a contact record on forms provided on all tenants with new or renewing leases.
Keep strict tabs on deadlines in leases, including improvements, inspection deadlines, closing dates, occupancy dates, and deposits/funds dispersed.
Check and follow up to ensure the client submits all relevant paperwork to the manager, and prepare a checklist for needed information.
Match incoming checks with the proper account/client, prepare bank deposits, and reconcile bank statements.
Assure expenditures are in accordance with ledger balances and keep supervision informed of balances of internal accounts.
Compile accurate data for financial statements and reports, including profit and loss statements and balance sheets.
Balance financial records/reports, review records and reports for discrepancies, and maintain ledgers, records, reports, and files.
Determine the time frame for keeping ledgers, records, reports, and files, and perform monthly account reconciliations.
Analyze and prioritize income-producing tasks before beginning routine paperwork to ensure income-producing opportunities are reviewed by the manager and assistant.
Create an action plan for special projects that include a record of time and cost for evaluation at the end of each year.
Run errands as necessary to assist with the business.
Perform general tasks such as filing, accepting deliveries, and screening phone calls.
Maintain follow-up with each tenant after a completed transaction to solicit feedback and provide information with the manager/agent.
Answer the telephone promptly with an appropriate greeting in a professional manner, determine the nature of the call, and handle it professionally and in a timely manner.
Speak clearly and professionally, utilize good listening skills and provide positive feedback, utilize e-mail as needed in a professional manner, write concise business letters, and ensure reports are neat, concise, and detailed.
Prioritize incoming calls according to the subject relating to the call.
Handle calls demanding the agent's immediate attention, which may be from repeat clients or tenants interested in properties, and forward calls directly to the agent/manager with an acceptable turnaround time of one hour.
Return calls that require a personal response and are not time-critical by the end of the business day, or if the agent is unavailable, the assistant should return the call.
Handle informational response calls by preparing a personalized letter with the requester's name and address using a mail-merge feature, and set an automated response in the agent's e-mail using certain keywords in the subject line to send requested information.
Be punctual and ready to start the day on a timely basis.
Maintain a good working relationship with the manager and clients.
Plan a daily to-do list for discussion with the owner to ensure listed activities are a priority.
Update the manager of all communications with clients to maintain continuity of communication between the client, assistant, and manager.
Communicate with clients on a weekly basis to inquire about their needs.