Ap/ar Specialist

Aston Carter•Houston, TX

8d•$27 - $28•Onsite

About The Position

The Property Associate ensures organizational excellence by fulfilling administrative functions within the property team responsible for one or multiple buildings. This role involves providing accounting support while maintaining positive relations with tenants and always delivering superior customer service. The position is based on-site, with potential variations depending on local market requirements.

Requirements

High school diploma is required; Bachelor's degree is preferred.
Minimum of 1 year of experience in commercial real estate, property team, or office management.
Proficient knowledge of Microsoft Office Suite and willingness to learn new programs and technology.
Advanced oral and written communication skills.
Strong attention to detail and organizational skills.
Self-starter with the ability to manage multiple projects under pressure.
Ability to work autonomously or as part of a team, interacting effectively with coworkers and internal clients at all levels and in multiple disciplines.
Ability to calculate figures and percentages.
Capable of developing effective and constructive solutions to challenges and obstacles.
Comfortable with change and uncertainty, able to shift gears and make decisions without having the complete picture.

Nice To Haves

Occasional requirement to work flexible hours exceeding 8 hours per day, 5 days per week, or 40 hours per week.
Experience with reconciliation, customer service, administrative support, invoicing, billing, accounts payable/receivable, and Excel pivot tables.

Responsibilities

Participate in processing accounts payable by reviewing and coding invoices for payment.
Assist with accounts receivable tasks such as preparing and distributing bills or statements, sending collection notices, and making manual billing adjustments when necessary.
Track administrative expenses to ensure they stay within budget and identify cost reduction opportunities.
Coordinate document management related to lease execution, distribution, and filing.
Track lease notification requirements to prevent missed deadlines and ensure proper distribution of notifications.
Monitor email, phones, and work order systems regularly to provide prompt and courteous responses and direct correspondence to the appropriate personnel.
Maintain general office organization.
Sort, organize, and distribute incoming mail as well as prepare and send outgoing mail and packages.
Prepare and distribute general correspondence and memos.
Organize, compile, and prepare reports for distribution.
Create and maintain accurate and organized physical and virtual filing systems.
Update employee, client, and customer contact databases.
Coordinate conference room reservations.
Organize department lunches, meetings, events, and business travel.
Receive building access requests and coordinate access for visitors and vendors.
Ensure tenant and contractor certificates of insurance are accurate and meet defined standards.
Track expiration dates for tenant and contractor certificates of insurance and provide advance notice of upcoming expirations.
Support compliance with management audits and engineering operations audits by assisting in file preparation and record-keeping.
Participate in the new tenant welcome and orientation program and assist with move-in/move-out procedures.
Track and coordinate access card activation and deactivation as needed.
Assist the property team in developing and implementing property and employee manuals.
Maintain regular contact with maintenance, security, and building staff to ensure cleanliness and security of common areas.
Document incidents of potential property and equipment liability and forward information to risk management personnel.
Gather W-9 forms from vendors and assist in new vendor setups as needed.
Assist team members with property budget preparation and recurring reporting.
Support engineers with recording and billing monthly utility meter readings as appropriate.
Assist with vendor contract creation, execution, and tracking as requested.
Provide general and ad hoc administrative support to the property as needed.
Perform any other duties and tasks assigned.