Controller/Accountant

The UPS Store•Akron, OH

4d•Onsite

About The Position

This role requires a detail-oriented individual with excellent communication and organizational skills to manage various accounting and administrative duties. The position involves handling financial transactions, client communication, and general office operations within a commercial real estate environment. Key responsibilities include invoicing, billing, payroll, banking, financial reporting, and lease coordination. The ideal candidate will be a self-starter with a high degree of personal and business ethics, capable of working independently and maintaining confidentiality.

Requirements

Accounting Degree Required
Commercial Real Estate Office Experience
Personal Computer Knowledge and Experience
Experience of Software Applications
QuickBooks Pro or QuickBooks Enterprise Edition required
Microsoft Office includes Word, Excel & Outlook Knowledge & Experience
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
Communication Skills – Includes Oral, Telephone and Written
Telephone Etiquette
Oral & Written Skills
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
Determine nature of call and handle in professional & timely manner
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 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
Invoicing & Billing
Set follow-up for receipt of payment
Maintain log of billing statements/invoices with client name, date billed, amount of invoice & record date paid
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

Prepare invoices and/or billing statements.
Prepare checks for payment for invoices received.
Verify invoices are accurate and set follow-up for receipt of payment.
Maintain a log of billing statements/invoices with client name, date billed, amount of invoice & record date paid.
Keep supervision informed of past due invoices.
Answer telephone promptly with appropriate greeting and determine the nature of the call to handle it professionally and timely.
Speak clearly and professionally, practice good listening skills, and provide positive feedback.
Utilize e-mail professionally, writing concise business letters and ensuring reports are neat, concise, and detailed.
Prioritize incoming calls according to subject and handle priority requests, including those from repeat clients or tenants interested in properties.
Return calls if the agent is unavailable or handle informational response calls by preparing personalized letters and setting automated email responses.
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.
Communicate with clients on a weekly basis to inquire about their needs.
Analyze and prioritize income-producing tasks before routine paperwork to ensure income-producing opportunities are reviewed.
Create an action plan for special projects, including a record of time and cost for evaluation.
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 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.
Match incoming checks with the 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.
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.
Maintain ledgers, records, reports, and files.
Determine the time frame for keeping ledgers, records, reports, and files.
Perform monthly account reconciliations.
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.
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.
Prepare checks for vendors.
Maintain a list of vendors, addresses, telephone numbers, and contact persons.
Prepare checklists for leases.
Coordinate leases using a checklist.
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, and occupancy dates/deposits dispersed.
Check and follow up to ensure the client submits all relevant paperwork to the manager.
Prepare checklists for needed information.