Job Description

The role is responsible for delivering end-to-end property accounting, financial reporting, and tenant financial support services. This includes maintaining accurate books, reconciling bank accounts, managing accounts payable/receivable, preparing monthly and annual financial statements, and ensuring compliance with tax and regulatory requirements. The position oversees tenant billing and communication, including handling inquiries, administering payment portals, processing security deposits, and managing lease-related accounting updates. It also involves budgeting, forecasting, and cash flow management to support property operations and long-term financial planning. Key responsibilities include: • Bookkeeping & Reporting: Recording transactions, maintaining ledgers, preparing P&L, balance sheets, and cash flow statements. • Bank Reconciliations : Completing reconciliations twice monthly and resolving discrepancies. • Accounts Payable/Receivable : Processing invoices, receipts, chargebacks, and vendor setups; monitoring aging reports. • Tenant Accounting : Managing rent collections, late fees, tenant bill backs, and rent roll analysis. • Property-Specific Accounting : Tracking depreciation, capital improvements, and reserves; reconciling mortgages and inter-company transactions. • Budgeting & Forecasting : Preparing projections, CAM budgets, and monthly reconciliations. • System Setup & Integration : Configuring Yardi Breeze, optimizing workflows, and exploring automation. • Compliance & Year-End : Preparing 1099/1096 forms, supporting tax filings, and delivering audit-ready financial packages. • Management Reporting: Producing monthly reporting packages, financial statement reviews, KPI tracking, and variance analysis. This role demands a high degree of accuracy, organization, and proactive communication to ensure property owners, management, and tenants have timely, clear, and actionable financial information. Responsibilities: Scope of Services • Bookkeeping Services: Recording financial transactions, maintaining ledgers, and reconciling bank statements • Financial Reporting: Preparing monthly and annual financial statements, including profit & loss, balance sheets, and cash flow statements • Accounts Payable & Receivable Management: Managing invoices, tracking payments, and maintaining accounts receivable/payable records • Tenant Communication: Handling tenant inquiries related to accounting or billing matters, including aiding them in accessing their Commercial Cafe portal and resolving payment errors. We will also facilitate sending Commercial Cafe invitations once tenants have signed and been confirmed. An optional dedicated phone line provided by the client, or a standard tenant communication email, will be available for tenants who wish to reach out with financial questions • Tax Preparation & Compliance: Assisting with tax-related filings as per the Client’s jurisdiction • Budgeting & Forecasting: Providing financial planning and projections for property management Property Accounting Services: Bank Reconciliations: • Completion of bank reconciliations across all bank accounts 2x per month • Research and resolution of reconciling errors Accounts Payable: • Inputting new bills and creating chargebacks as necessary • Processing bills pay run approvals up to 4x/month • New vendor setup (assuming receipt of COI and W9 from client) • Reviewing AP aging for duplicate bills Accounts Receivable: • Tenant receipt processing (Client to receive checks and make deposits) • Adding manual tenant receipts for government subsidy tenants (as applicable) • Adding one-oƯ tenant charges (e.g., tenant ledger maintenance) • Accounting for move-ins and outs (including security deposit transactions) Management, Owner & Reporting Activities: • Processing management fees and late fees 1x/month • Processing owner distributions 1x/month • Financial Statement Close process • Journal entries and accruals booked as needed • Reporting package delivered monthly, including tax-ready financials at year-end • Reconciliation of mortgages and related reserves Setup Services: • Set up the Accounting and Operating Software (Yardi-Breeze) correctly. • Setting up the right Chart of Accounts and reporting tools • Evaluate the current setup of Yardi Breeze and implement integration with existing systems or modify if needed to improve workflow efficiency • Automation: Investigate the possibility of automating rent statements, payment reminders, and financial reconciliation processes to reduce manual input and enhance operational efficiency • PCC Upload: Complete final phase of upload from PCC and rent manager • Help in integrating different systems into one accounting and reporting system Lease Updates and Rent Collections • Tenant Accounts • Updating the Lease and Tenant profile on the systems based on every new lease signed • Setting up systems for tenants to pay rent, tracking late payments, and • administering late fees • Security Deposits: Ensure accurate tracking and recording of tenant security deposits, differentiating between refundable and non-refundable deposits • Lease Tracking: Implement a tracking system to monitor lease renewals, expirations, and potential rent increases • Rent Roll Analysis: Provide a detailed rent roll report that includes comprehensive rent payment histories, adjustments, concessions, and any outstanding arrears • Tenant Bill Back: Set up a system to generate invoices for tenant responsibility charges (e.g., utilities, maintenance fees) with appropriate supporting documentation Budgeting and Accounting Period • Developing financial plans that forecast income and expenses • Ensuring that the property operates within financial constraints • Recording and reporting financial transactions in a specific time frame • Company recommends recording and reconciling transactions on a weekly basis • The preliminary Financial Statements are to be prepared by the 8th calendar day of the following month • The Client will review and respond to open items of preliminary financial statements by the 12th of the Month • The Company is to prepare and submit the final financial statements by the 15th of the following month Property-Specific Accounting • Depreciation Tracking: Set up depreciation schedules for each • property and its assets, including tracking for both current and future assets as necessary • Capital Improvement Tracking: Ensure proper tracking and • categorization of capital improvements versus regular maintenance • expenses to comply with financial and tax reporting requirements • Accounts Payable: Implement a process for accurately uploading and allocating invoices to the correct General Ledger (GL) accounts. Ensure invoices are reviewed for accuracy and appropriate approval before processing Cash Management • Cash Flow Projections: Develop detailed short- and long-term cash flow projections, incorporating anticipated rent collections and expected outflows for property-related expenses • Cash Reserves: Review and, if needed, adjust the procedures for • managing cash reserves, ensuring that monthly deposits are made to cover reserves for repairs, improvements, and emergency funds Other Monthly Services: Insurance Tracking • Monitor and track insurance policies for each property, ensuring • timely renewals for both tenant and vendor-related coverage Financial Statement Review • Define the exact financial reports and data management can • expect to regularly review, including balance sheets, income statements, and cash flow statements. Ensure that the reports are prepared in a manner that provides clear and actionable insights for management's decision-making process Aging Reports • Include the tracking and reporting of accounts receivable and • accounts payable aging, highlighting overdue balances for both tenants and vendors. Provide commentary on variances and necessary accruals for accurate month-end closing Inter-Company Transactions • Outline the methodology for handling transactions between different entities within the company, including the process for accurate reporting and reconciliation of such transactions across entities • Monthly CAM Budgets and Reconciliations as per Client’s Company Policy • Monthly Invoicing based on CAM Reconciliations. Reconcile Bank and Credit Card Accounts on a weekly basis • Collect W-9 forms for all vendors paid • Perform other related duties as assigned by the Executive Team • Identify and define the KPIs that need to be reviewed by the Management • Manage inter-company transactions and clearing AP/AR Reconcile prepaid and accrual accounts and post resulting journal entries • Reconcile long-term debt accounts, calculate the current portion of long-term debt, prepare amortization schedules for new debt, and post resulting journal entries • Prepare historical and prospective cash flow reports monthly • Month-end closing with all appropriate reports that the Management wants to review, including the ones defined by management • Review financial statements for accuracy and present to the ownership • Review Financial Statements with Management periodically Annual services: • Prepare forms 1099 and 1096 annually. Prepare information needed by the tax accountant at year-end in a timely manner Qualifications: Education & Certification • Bachelor’s degree in Accounting, Finance, or related field (CPA or CMA preferred) Experience • Minimum 3–5 years of experience in property accounting , bookkeeping, or financial management, preferably within commercial or residential real estate • Proven track record with Yardi Breeze or similar property management/accounting systems • Experience in bank reconciliations , AP/AR management, budgeting, forecasting, and financial reporting • Familiarity with CAM reconciliations, lease accounting, and tenant billing processes Technical Skills • Proficiency in accounting software (Yardi Breeze preferred) and Microsoft Excel (pivot tables, lookups, and financial modeling) • Strong knowledge of GAAP and tax compliance requirements • Ability to manage system integrations and process automation for accounting workflows Core Competencies • Strong attention to detail with a high degree of accuracy in financial data entry and reporting • Excellent organizational and time management skills to meet strict monthly and annual deadlines • Strong analytical skills for interpreting financial data and providing actionable insights • Effective communication skills to liaise with tenants, vendors, property managers, and ownership • Ability to work independently while collaborating with cross-functional teams Other Requirements • Knowledge of property-specific financial practices, including depreciation tracking and capital improvement accounting • Understanding of cash flow projections and reserve management • Commitment to maintaining confidentiality and ethical handling of financial data About Company: Urban West Ventures is a privately held commercial real estate investment firm that acquires and repositions underperforming investment properties. The firm creates value through renovations, re-tenanting, and efficient property management. Mission: To build a stable portfolio of commercial real estate. We will do so by acquiring underperforming properties with a focus on multi-tenant industrial and purpose-built automotive assets in select markets.  Vision: To build a portfolio of recession-proof, stable, cash-flowing assets to hold long-term for the founders and, once achieved, offer the same opportunity to senior staff who are aligned with the mission and values of the company. The vision to create passive income is in a context of a healthy work/life balance, which includes learning, family, a healthy lifestyle, and giving back through charity and mentorship.

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