Accounts & Administrative Coordinator

Accounts & Administrative Coordinator (Property Management)

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Accounts & Administrative Coordinator – Property Management Industry

Location Remote

Time Zone US Time Zones (EST–PST)

Role Overview We are seeking a detail-obsessed Accounts & Administrative Coordinator to maintain clean financial records while providing high-quality administrative support to leadership and operations within a property management business. This is a full-time, dual-function role requiring strong experience in AP, credit card reconciliation, and schedule-based task execution — alongside direct EA support to the business owner. The ideal candidate is a highly organized systems operator who can shift seamlessly between accounting and administrative responsibilities without dropping the ball on either.

Key Responsibilities

Accounts Payable & Posting

• Enter AP into the expense approval system with accurate coding by property and category
• Post all transactions into Res Man
• Ensure zero tolerance for miscoded or unposted transactions

Credit Card Reconciliation

• Pull all credit card transactions and match to receipts
• Investigate and resolve any gaps before posting
• Post fully reconciled transactions into Res Man

Schedule-Based Task Management

• Execute the utility bill-back process in Res Man on schedule
• Prepare delinquency sheets formatted for Smartsheet export
• Reconcile deposits and process payment corrections
• Maintain marketing cadence including Craigslist posts, Facebook group posts, and Locator emails

Administrative & Coordinator Support

• Provide direct support to the Owner across scheduling, follow-ups, and task execution
• Support the Property Manager and broader operations with day-to-day administrative needs
• Maintain organization across Drive, Smartsheet, and email

Required Qualifications

• Bookkeeping or accounting experience, with direct experience in property management or real estate (non-negotiable)
• Hands-on experience with Res Man or similar property management accounting platforms
• Proven ability to manage AP, credit card reconciliation, and recurring operational tasks with high accuracy
• Strong written and spoken English with a professional, proactive communication style
• Demonstrated ability to provide coordinator-level administrative support to senior leadership
• Must have prior remote work experience, be fluent with remote collaboration tools and platforms and have ideally worked with US or UK-based companies. Applications without this experience will not be considered.

Preferred Qualifications

• Experience supporting property owners or operations managers in a combined finance/admin capacity
• Familiarity with Smartsheet for reporting and task tracking
• Experience managing marketing or tenant-facing communications as part of an operations role

Tools & Technology

• Res Man
• Smartsheet
• Google Workspace (Drive, Gmail, Sheets)
• Slack, Zoom, and other remote collaboration tools
• Excel / Google Sheets

Please NOTE It is crucial that you complete the application form in full. As part of the application process, you will be required to record a video. If your application is successful, you will receive an email confirming next steps — the video is the first step of the interview process. If you do not record a video, we will not be able to consider you for ANY open roles.

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