About the Role
We are seeking a highly organized and detail-oriented Operations & Financial Administration Specialist to support the day-to-day financial and operational administration of a growing apartment and short-term rental portfolio.
This role combines bookkeeping, accounts payable, payment administration, vendor coordination, lease and rent administration, utility management, and financial recordkeeping. The ideal candidate is comfortable working with financial information, managing recurring payments, reconciling transactions, maintaining accurate records, and following up on outstanding items.
The successful candidate should be highly dependable, proactive, and comfortable taking ownership of recurring financial and administrative processes with minimal supervision.
Key Responsibilities
Bookkeeping & Financial Administration
- Maintain accurate financial and bookkeeping records for the apartment portfolio.
- Record and organize income, expenses, payments, and other financial transactions.
- Review financial transactions for accuracy and completeness.
- Reconcile payments, invoices, and account activity.
- Identify discrepancies, missing transactions, duplicate charges, or unusual expenses and follow up as needed.
- Maintain organized financial documentation and supporting records.
- Assist with recurring financial reporting and bookkeeping-related administrative tasks.
Accounts Payable & Vendor Management
- Review, organize, and process vendor invoices and recurring operating expenses.
- Verify invoices against supporting records before payment.
- Route invoices requiring approval to the appropriate person.
- Track outstanding invoices and follow up until payment is completed.
- Process recurring contractor payments and maintain accurate payment records.
- Review contractor timesheets and payment information.
- Prevent duplicate, missed, or incorrect payments.
Utility & Insurance Administration
- Manage utility accounts across multiple properties.
- Maintain accurate account information, payment methods, billing details, and account records.
- Monitor utility balances and varying payment due dates.
- Process utility payments and resolve failed or declined payments.
- Maintain insurance records and monitor policy renewal dates.
- Follow up on billing issues, incorrect charges, and payment problems.
- Ensure property records remain accurate and up to date.
Property Setup & Decommissioning
- Coordinate the financial and administrative setup of newly acquired apartments.
- Set up required utility, internet, insurance, and other service accounts.
- Maintain complete records of account numbers, billing information, payment methods, and related documentation.
- Coordinate with vendors and local team members when installations or property access are required.
- Track setup requests through completion.
- Handle the administrative closeout of properties when apartments are exited, including account cancellations, final payments, and removal of recurring charges.
Guest Payments & Collections
- Monitor outstanding guest balances and scheduled payments.
- Review and resolve payment failures.
- Follow up on outstanding balances until successfully collected.
- Verify that reservation payment schedules are accurate.
- Investigate payment discrepancies and coordinate corrections when needed.
- Ensure reservations do not close with unresolved balances.
Lease & Rent Administration
- Maintain accurate lease and property records.
- Track lease expirations, renewals, and modifications.
- Process monthly rent payments according to established instructions.
- Maintain organized documentation for lease and rent-related transactions.
- Monitor upcoming lease-related deadlines and follow up on required actions.
General Operations Administration
- Maintain accurate spreadsheets, trackers, and operational records.
- Keep financial and operational information organized and up to date.
- Coordinate with internal team members, vendors, property teams, and service providers.
- Follow established procedures while identifying opportunities to improve efficiency and accuracy.
- Handle additional financial and operational administrative tasks as assigned.
Qualifications
- 2+ years of experience in bookkeeping, accounting, finance, accounts payable, or financial administration for U.S.-based clients.
- Experience managing bookkeeping and financial records for a business or multiple properties is highly preferred.
- Strong understanding of basic bookkeeping principles, reconciliations, invoices, payments, and expense tracking.
- Experience handling accounts payable, vendor payments, and recurring expenses.
- Strong attention to detail and ability to identify discrepancies or errors.
- Highly organized with excellent recordkeeping and follow-up skills.
- Comfortable managing multiple properties, accounts, deadlines, and recurring financial tasks.
- Proficient with Excel or Google Sheets.
- Comfortable learning and working with financial, property management, CRM, and other business systems.
- Strong written and verbal English communication skills.
- Able to work independently and take ownership of assigned responsibilities.
- Reliable, proactive, and comfortable working with confidential financial information.
