Finance & Administration Manager — U.S. Accounting & Real Estate

About the company:

This small investment management firm based in Miami supports real estate investment funds for accredited and institutional investors across the United States. Its mission centers on making strategic real estate partnerships that balance long-term value with experienced stewardship, reflecting a track record of trust in the space. Teams are likely to be closely connected and hands-on, with day-to-day work spanning analysis and partnership-oriented execution in a niche, finance-driven market.

Take complete ownership of the financial and administrative order for Company, Credi Business, and their related entities: keep banks, accounting, reconciliations, payments, collections, documentation, and closes under control; produce reliable information and deliver complete, accurate, and timely packages to the CPA firm.

Management must be able to ask, "How are we doing financially?" and receive, within minutes, a reliable cash view by entity, accounts payable and receivable, upcoming payments, reconciliations, financial statements, intercompany movements, and any pending tax or CPA items.

This is not a basic bookkeeping position or a purely supervisory function. It requires a hands-on professional with strong accounting judgment, capable of personally operating systems while simultaneously building discipline, controls, and processes across multiple companies.

• Accounting and Monthly Close: Manage the accounting cycle in Quick Books Online; review the chart of accounts, classifications, journal entries, accruals, and closes; prepare the P&L, Balance Sheet, and cash reports by entity.
• Reconciliations: Timely reconcile banks, credit cards, loans, and balance sheet accounts; investigate variances and avoid aged or unsupported items.
• Treasury and Corporate Banking: Monitor balances, prepare weekly cash-flows, schedule payments, and prepare ACH, wires, and transfers for authorization.
• Accounts Payable: Control invoices, approvals, W-9 forms, receipts, due dates, and aging; do not process payments without proper support and authorization.
• Accounts Receivable: Issue invoices, follow up on collections, apply payments, and keep aging updated.
• Multi-entity and Intercompany: Maintain separate records for Company, Credi Business, SPVs, and other entities; properly document loans, contributions, distributions, and intercompany transfers.
• Coordination with CPA and Advisors: Prepare and deliver monthly, quarterly, and annual packages; respond to requests; maintain the compliance calendar and follow through until closing.
• Taxes and Compliance: Understand relevant federal and Florida requirements—including W-9s, 1099s, and sales tax when applicable—to gather information and properly coordinate with the tax firm.
• Document Control: Maintain a traceable file structure for contracts, invoices, account statements, bank supports, closing statements, loans, and investor and vendor information.
• Management Reports: Produce an executive view of cash, commitments, AR/AP, closing status, exceptions, pending items, and risks by company.
• Internal Processes and Controls: Document SOPs, calendars, checklists, and approval matrices; improve the quality and speed of the close without weakening controls.

• Record and reconcile operations by LLC, SPV, property, or project, without mixing funds or expenses.
• Properly classify capital contributions, distributions, intercompany loans, interest, lender draws, closing costs, and property expenses.
• Maintain documentation for sources and uses of funds, closing statements, investor capital, and movements between vehicles.
• Coordinate accounting information with financial operations, the fund…