Accounting Administrative Assistant at HOATalent

Who we are:

For over 20 years, Hales Property Management has been the industry leader in property management. Our mission is to proactively manage buildings through anticipation of client needs, effective communication, complete transparency, and compassion. Our AWARDS and reviews speak to who we are and how we strive for excellence.

What we offer:

• Industry-Leading Healthcare: Medical, Dental, Life, HSA
• Retirement savings Plan
• Competitive Compensation Packages (based on experience)
• Bonus Opportunities (based on performance)
• Work from Home & Flex Schedules
• Generous PTO Package
• Corporate Sponsored Wellness Program
• Quarterly Company Outings/Events
• Etc.

Who you are:

An ambitious administrative professional with condominium portfolio management experience. You understand how best to schedule your day and can reprioritize based on incoming requests. You are organized, efficient, and can multi-task in a sometimes-hectic environment. You can switch seamlessly between a phone call, a client walk-in, and a time-sensitive task. You work well under pressure while maintaining a positive attitude.

Who you are:

An administrative professional with customer service experience. You understand how best to schedule your day and can reprioritize based on incoming requests. You are organized, and efficient and can multi-task in a sometimes-hectic environment. You can switch seamlessly between a phone call, a client walk-in, and a time-sensitive task. You work well under pressure while maintaining a positive attitude.

The Job:

The Administrative Assistant provides excellent customer service both internally with team members and externally with clients and vendors. The Administrative Assistant is responsible for completing a wide variety of customer service, administrative, accounting, and other project and support-related tasks and will report directly to the Senior Account Manager at Hales Property Management.

Accounting

• Supports Senior Account Manager and Accounting and Operational teams with overseeing company/property bank accounts and reconciliations for accuracy and completeness.
• Assists with processing of employee reimbursements, invoices, accounts receivable, fees, internal/external bank account transfers, sales, property refund checks, etc.
• Supports annual property tax return projects, annual report filings, and W-9 property preparations, as well as various tasks/projects assigned to administrative staff.
• Completes scheduled and ad-hoc audits of accounts, client ledgers, financial statements, supporting documentation, etc.

Customer Service

• Collects, answers, and distributes emails, phone calls, mail, correspondence memos, faxes, forms, and inquiries from staff, clients, and vendors.
• Supports management team with general customer service issues as needed and provides general support to visitors.
• Organizes and schedules appointments, plans meetings, and takes detailed minutes, acts as a point of contact for internal and external staff, clients, and vendors.

Administration

• Manages and distributes emails and scans documents for distribution and retention. Assists with property transitions, and collection of vendor information.
• Organizes office filing system, set up and changes, and maintains contact lists and departmental database records.
• Creates Word documents and Excel spreadsheets and utilizes other various Microsoft Office tools for various purposes.

Skills & Abilities

• Excellent customer service, interpersonal, organizational, writing, communication, and people management skills. Ability to work independently and as a member of a team.
• Resourceful, creative, decisive, action and results-oriented, able to meet stringent deadlines and multitask.
• Ability to work with sensitive information and maintain confidentiality.
• Computer proficiency should include Microsoft Office Applications (Outlook, Word, Excel), email, and scanners.

Experience/Education/Training

• Office experience in a professional setting is required.
• Bachelor’s degree (B.A./B.S.) in Business or related field, or equivalent combination of education and experience preferred.
• Previous customer service and administrative experience (within the property management industry preferred but not required).

Disclaimer: This is not an all-inclusive job description. Duties and responsibilities may change at any time. Hales Property Management, Inc. is an equal opportunity employer, and all qualified 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.