Administrative and Accounting Coordinator

Position Overview:
The Administrative and Accounting Coordinator supports the daily operations of The Vista Mall by managing key accounting functions tenant relations and administrative activities. This role serves as a vital point of contact for tenants vendors and visitors while ensuring financial accuracy and smooth coordination across multiple property portfolios in Texas Colorado and Utah.

Key Responsibilities:

Accounts Payable

• Accurately enter and general ledger (GL) code all incoming invoices across the Texas Colorado and Utah portfolios.
• Maintain vendor records including up-to-date Certificates of Insurance (COIs).
• Process and verify all new vendor setup documentation to ensure compliance and timely payments.

Accounts Receivable

• Monitor and ensure timely collection of all tenant accounts.
• Prepare and send notices for delinquent or late-paying tenants.
• Record and post all incoming check payments promptly and accurately.

Reception & Office Coordination

• Greet and assist all tenants vendors and potential new tenants with professionalism and courtesy.
• Answer and route incoming phone calls and emails to the appropriate personnel.
• Provide general administrative support to property management staff as needed.

Administrative & Event Coordination

• Maintain tenant files and Certificates of Insurance to ensure compliance and easy access.
• Support property management operations through accurate updates in the property management system including move-ins move-outs and contact information.
• Serve as Special Event Facilitator by coordinating agreements collecting payments and maintaining event calendars.
• Conduct tours of event spaces for potential customers and assist in coordinating event logistics.

Qualifications :

• Proficiency with Microsoft Office Suite (Outlook Excel Word) - Required.
• 13 years of experience in accounts payable accounts receivable bookkeeping or general administrative support. - Preferred.
• Familiarity with Yardi strongly - Preferred.
• Experience with customer service or front desk reception - Preferred.
• High school diploma or equivalent required; associates or bachelors degree in business accounting or a related field - Preferred.
• Experience working in property management real estate or a similar industry is a plus.
• Experience coordinating events or scheduling is helpful but not required.
• Ability to accurately enter invoices assign GL codes and perform basic accounting tasks.
• Comfortable managing digital and physical filing systems.
• Ability to handle multi-line phone systems and general office equipment.
• Excellent organizational and time-management abilities with the ability to prioritize tasks across multiple properties or portfolios.
• Strong follow-up skills for collections documentation and event coordination.
• Ability to interact positively with tenants vendors clients and internal staff.
• Strong customer-service orientation with the ability to handle inquiries and issues politely and effectively.
• Ability to conduct tours and present spaces professionally.

Additional Information :

Location: The Vista Mall Lewisville TX

Pay: $20 - $24 hourly

Schedule: Monday - Friday (8am - 5pm)

The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions and perform any other related duties as assigned by their supervisor.

We are an equal opportunity employer and all applicants will receive consideration for employment without regard to race color religion sex national origin disability status protected veteran status or any other characteristic protected by law. We will consider for employment qualified applicants with criminal histories.

All your information will be kept confidential according to EEO guidelines.

Remote Work :

No

Employment Type :

Full-time