Office Administration Associate

Roofstock•Tempe, AZ

5d•$20 - $22

About The Position

The Office Administration Associate plays a crucial role in managing and streamlining various financial and administrative tasks within the organization. This role involves meticulous attention to detail and a proactive approach in handling a wide range of responsibilities, from processing checks to maintaining accurate vendor information. The ideal candidate will possess strong organizational skills, the ability to communicate effectively with different teams, and a commitment to ensuring the accuracy and efficiency of financial operations.

Requirements

At least 1-2 years of experience in accounting, office management, or a related role is preferred.
Ability to quickly adapt to new software tools.
Exceptional attention to detail and accuracy in handling financial data and processing transactions.
Excellent written and verbal communication skills, with the ability to effectively communicate with various teams and external vendors.
Strong organizational and time-management skills, with the ability to prioritize tasks and manage multiple deadlines in a fast-paced environment.
Able to work independently and take initiative.
Proactive in identifying and resolving issues, with a strong analytical mindset and the ability to make well-informed decisions.

Responsibilities

Print, review, and mail all check payments to all customers.
Investigate and resolve issues related to returned checks, including searching for correct remittance addresses and re-mailing checks as necessary.
Process incoming returned checks by coordinating with various teams regarding the return and shredding them when applicable.
Contact the vendor team for accurate remittance addresses, if not located on the invoice.
Assign tasks related to returned HOA checks to the appropriate team member when information is insufficient.
Create tasks for the property accounting team regarding received owner contributions.
Update vendor information in the system, when applicable.
Post Owner and Resident payments in the system utilizing a scanner, as well as reconcile payments against applicable ledgers.
Create bank deposits for incoming check payments when the scanner is not an option and take payments to the bank as needed.
Print and mail out weekly and monthly financial statements to owners as well as all other correspondence and notices as requested.
Reach out to corresponding teams for necessary information to complete deposits accurately.
Respond to internal inquiries and manage utility credit tasks, including billback checks.
Upload permits to the appropriate property as required.
Assisting in opening, categorizing, and scanning incoming mail documents.
Other responsibilities as assigned.
Printing of AP manual checks