Resident Services & Accounts Payable Coordinator for apartment community in Woodbridge Township, NJ.
Responsible for assisting the Property Manager in maintaining all aspects of property operations, with a concentration on resident services, building a report with residents, handling resident complaints, planning resident functions, building online reputation and measuring property goals.
Responsible for Accounts Payable (AP) process for Maintenance and Operations of a 1200-unit apartment community. Primary focus is on verifying accuracy of invoices to ensure no duplicate payments are made and items are coded to proper GL account, per budget. Acts as liaison between management and vendors in regard to ordering, invoicing, and payment inquires. Manages supplies & inventory for multiple offices, track credit card purchases, and new vendor set-up.
DUTIES AND RESPONSIBILITIES:
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Oversees PO creation for all orders
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Sets up and maintains service contracts in Spend Management system
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Verifiies and reviews invoices for accuracy
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Responsible to call vendors to contest inaccuracies on invoices or negotiate new terms
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Matches PO's to invoices
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Ensures all items are coded to correct GL codes, per budget.
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Verifies receipt of goods prior to processing payments
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Places orders for supplies and services
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Manages office supplies for management, leasing and maintenance offices.
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Opens mail and ensures items get to proper department
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Responsible for managing Petty Cash and submitting for reimbursement timely
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Responsible for management of American Express expenses and receipts
- Sets up new vendors with corporate office, including gathering W9 and COI.
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Works with Utility Coordinator in the corporate office in regard to issues with meters, improper readings, inspections, etc.
- Requests reclasses with accountant when necessary.
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Generates monthly renewal spreadsheet and prepares renewal offers for distribution.
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Must have reliable transportation for errands and bank deposits.
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Performs other related duties as assigned by management.
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Answers incoming phone calls professionally and handle accordingly, whether the caller is a prospective resident, a resident, an internal Company team member or a vendor.
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Takes resident service requests in a complete and accurate manner, enter service request in software, route them to maintenance for prompt processing and conduct follow-up with residents.
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Maintains accurate resident records in accordance with Company policy.
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Organizes and files all applicable reports, leases, and paperwork.
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Maintains an awareness of property performance goals and progress toward those goals, including occupancy, leasing.
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Must have reliable transportation for company errands, bank deposits and marketing.
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Follows through on resident problems to satisfactory resolution and communicate problems to any necessary party to facilitate resolution.
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Regularly monitors resident satisfaction in person and through follow-up phone calls, utilizing Customer Satisfaction Surveys and promotes online reputation positive reviews on all web sites we are listed ex: Apartmentratings.com, Google places, Yelp, Facebook etc.
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Maintains awareness of local market conditions and trends and make suggestions for improving resident relations.
QUALIFICATIONS:
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Strong attention to detail and accuracy
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Attention to deadlines
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Ability to multi-task and prioritize
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Ability to maintain a high level of accuracy in preparing and entering financial information
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Proficiency in Outlook, Word, Excel and Accounting Software.
- Associate's Degree (AA) or equivalent from a two-year college or technical school, or Bachelor's Degree (BA) from four-year college or university, or one to two years of related experience and/or training, or equivalent combination of education and experience.