Accounting Administrative Assistant

The Accounting Administrative Assistant provides administrative and operational support to the Accounting Department and assists with the day-to-day financial administration of properties managed by Abaris Real Estate Management.

This role supports accountants by coordinating property onboarding and offboarding retrieving and organizing financial documentation assisting with audit requests maintaining accounting records within company systems and completing other administrative accounting functions.

The Accounting Administrative Assistant does not have primary responsibility for preparing or reviewing financial statements performing account reconciliations or making accounting determinations. Instead this position helps ensure that accountants have the documentation information and administrative support necessary to complete these responsibilities accurately and timely.

The ideal candidate is highly organized detail-oriented responsive and capable of managing multiple requests and deadlines while maintaining accurate and complete financial records.

Accounting Administration & Support

• Coordinate internal accounting bill-backs ensuring supporting information is complete and submitted to the parent company in a timely manner.

• Retrieve monthly bank statements by accessing online banking portals and save statements to the appropriate company folders and systems.

• Scan organize and save incoming mail banking correspondence invoices and other financial documents to the appropriate SharePoint folders.

• Upload save and maintain financial information and supporting documentation within Vantaca.

• Maintain organized electronic accounting records in accordance with established filing and document retention procedures.

• Assist accountants with document retrieval research follow-up items and other administrative accounting needs.

Property Onboarding & Offboarding

• Serve as the Accounting Department coordinator for the onboarding and offboarding of properties.

• Coordinate with accountants Property Managers banks and other internal departments to obtain the financial information and documentation required for property transitions.

• Track required accounting documents and outstanding items to help ensure a smooth and timely financial transition into or out of the management portfolio.

• Organize and maintain onboarding and offboarding documentation in the appropriate company systems and folders.

Audit & Banking Support

• Assist accountants with annual audit requests by gathering bank statements and other supporting financial documentation requested by auditors.

• Communicate directly with banks and financial institutions when necessary to obtain statements records confirmations and supporting documentation.

• Track outstanding auditor requests and follow up with the appropriate parties to ensure requested documentation is provided in a timely manner.

• Maintain organized records of audit-related correspondence and supporting documentation.

Tax & Correspondence Support

• Draft routine correspondence to federal state and local taxing authorities as directed by the Accounting Department.

• Gather and organize supporting documentation needed to respond to tax notices and other governmental correspondence.

• Maintain copies of tax notices responses and supporting documentation within the appropriate property files.

General Administrative Support

• Monitor assigned administrative accounting tasks and follow up on outstanding requests with accountants Property Managers banks auditors and other parties as needed.

• Maintain confidentiality of company client banking and financial information.

• Assist with departmental tracking schedules reports and administrative documentation.

• Support accountants and Accounting Department management with special projects as needed.

• Perform other accounting and administrative duties as assigned.

• High school diploma or equivalent required; associate degree or coursework in accounting business administration finance or a related field preferred.

• Previous administrative accounting support bookkeeping banking or property management experience preferred.

• Strong organizational skills and attention to detail.

• Ability to manage multiple properties assignments and deadlines simultaneously.

• Strong written and verbal communication skills.

• Proficiency with Microsoft Office including Outlook Excel and Word.

• Experience with SharePoint and Vantaca preferred.

• Comfortable navigating online banking portals and other financial systems.

• Ability to communicate professionally with banks auditors taxing authorities Property Managers and internal staff.

• Ability to handle confidential financial and banking information with professionalism and discretion.

Key Competencies

• Organization and attention to detail.

• Accuracy and consistency.

• Accountability and follow-through.

• Time management and prioritization.

• Professional communication.

• Document and records management.

• Ability to follow established accounting procedures.

• Ability to work independently while supporting a team.

• Reliability and responsiveness.