Real Estate Bookkeeper

Role: Real Estate Bookkeeper

Contract: Full-time Remote Contractor (40 hours weekly / 160 hours monthly)

Business Hours: Monday through Friday, 9 AM - 5 PM PST

Rate: $10 - $13.75 USD hourly / $1,600 - $2,200 USD monthly

Availability to Start: Immediately

Client's Profile

This is an established US-based family real estate business. The company owns and manages a diverse portfolio of real estate properties across multiple US States with a strong focus on family values, growth, and operational excellence.

What You'll Do

As the Real Estate Bookkeeper, you will support financial operations by independently managing multi-entity property accounting across 12 LLCs, 1 trust, 16 bank accounts, and 83 residential units using Buildium. You will be responsible for maintaining accurate financial records, performing bank reconciliations, managing accounts payable and receivable, reconciling third-party property management statements, and prioritizing tasks for 5 family owners through Quo/OpenPhone. You will also communicate with external CPAs, attorneys, and financial advisors, attend advisory calls, execute and report on action items, resolve vendor payment disputes, and manage personal and family financial tracking with discretion and sound judgment. Your core responsibilities will include the following:

Independent Multi-Entity Property Accounting & Financial Support

• Independently execute daily property bookkeeping, transaction categorization, and general ledger maintenance directly inside Buildium across 12 LLCs, 1 trust, 16 bank accounts, 2 credit cards, and 1 PayPal account without requiring day-to-day training.
• Reconcile property-level income and expenses across 83 residential units (26 single-family homes and 18 multi-unit properties), maintaining accurate tenant ledgers, rent payment records, tenant reimbursements, and security deposits (handling 200–225 transactions and 90k–100k/month in operating spend).
• Handle core AP/AR functions, including vendor invoice processing, transaction categorization, payment tracking, and organizing month-end supporting schedules.
• Reconcile monthly owner statements from two outside property management companies against bank deposits and Buildium records (verifying rents collected, owner draws, reserves, and management fees), actively following up to resolve discrepancies.
• Review discrepancies, perform record cleanup, compile supporting workpapers, and assemble financial data for month-end close and reporting.

Multi-Stakeholder Communication & Priority Management

• Serve as an active, highly responsive team member during 9 AM – 5 PM PST working hours via assigned communication channels (Quo / OpenPhone).
• Receive, evaluate, and manage competing requests from 5 active family owners, exercising sound judgment and consulting with key owners prior to taking action on complex matters.

Advisory Coordination & Action Item Ownership

• Join strategy calls with tax advisors, financial advisors, attorneys, and key service providers; take accurate meeting notes, take ownership of all resulting action items, execute tasks on the Founders behalf, and provide regular status updates until completion.
• Correspond directly with external CPAs, attorneys, insurance agents, and vendors to gather documentation, respond to financial inquiries, and keep critical filing and compliance deadlines on track.

Dispute Resolution & Administrative Support

• Independently research transaction discrepancies, manage credit card payment disputes, and persistently follow up with vendors to verify that credits/refunds post correctly to financial accounts.
• Manage personal and family financial administrative duties (organizing, tracking, paying, and following up on medical payments and personal cards) with absolute discretion, integrity, and confidentiality.

What You Should Have

Must-haves:

• At least five years of Bookkeeping and Accounting-related Administrative Support, specializing in Property Management Accounting.
• At least two years of experience working in a global remote or virtual environment for a company based in North America.
• Solid background managing U.S. accounting across multi-entity portfolio structures (e.g., holding companies, multiple LLCs, and trusts)
• Proven track record running property books independently from day one across multi-entity LLC/trust structures, multiple bank accounts, and scattered-site portfolios.
• Hands-on or direct experience with Property Management software like Buildium, or an equivalent platform like AppFolio, Yardi, or RealPage with demonstrated ability to operate independently inside Buildium within the first two weeks.
• Solid track record of handling financial details, records, and personal payments with absolute discretion, confidentiality, and integrity.
• Comfort and willingness to perform routine, detailed, and repetitive administrative work alongside bookkeeping tasks (e.g., credit card disputes, vendor refund follow-ups, document gathering, and data entry).
• Willingness and comfort with handling personal and family financial administrative tasks (e.g., medical payments, personal card issues, vendor follow-ups, and tracking).
• Strong hands-on proficiency in Microsoft Excel and Google Workspace (Gmail, Google Chat, Google Drive).
• Dedicated availability to commit 40 working hours per week to the Hiring Client (must have sufficient schedule capacity, rather than squeezing work around multiple other clients).
• Excellent written and spoken English communication skills for professional correspondence with internal family owners and external advisory teams.
• High dependability, strong organizational skills, attention to detail, and a commitment to reliably following established processes.

Technology Specifications:

• Minimum 100 Mbps Internet Speed
• Windows 11 or macOS 15 Sequoia
• Minimum Intel i5 8th gen 8GB of RAM or Apple M1 chip 8GB of RAM
• Webcam and Headset
• Designated Office Space in your home

Nice-to-haves:

• Experience on the owner side reconciling monthly owner statements from third-party property management companies against bank deposits and Buildium.
• Prior experience actively coordinating with CPAs, tax attorneys, or financial advisors (or strong willingness to grow into this role).
• Associate degree or formal educational background in accounting, finance, or business administration.

Who You Are

We are hoping you are someone who:

• Has strong critical thinking skills and can independently investigate accounting discrepancies, evaluate solutions, and consult with owners when needed.
• Is highly organized and able to prioritize competing requests from multiple business owners and family members.
• Is comfortable communicating directly with external professionals, including CPAs, attorneys, financial advisors, insurance agents, vendors, and third-party property managers.
• Can handle sensitive family and personal financial information with complete confidentiality and sound judgment.