Cape Associates, Inc.
Commercial Property Administrative Asst.
Cape Associates, Inc., North Eastham, Massachusetts, us, 02651
Overview
The Commercial Property Administrative Assistant role at Cape Associates, Inc. supports the financial and administrative operations of the company's commercial property accounts. This position requires daily use of QuickBooks and Foundation software, strong attention to detail, and strong organizational skills to manage vendor relations, invoicing, and monthly reporting. The role also involves assisting with contractor compliance and ensuring accurate recordkeeping across multiple properties. Location: North Eastham, MA.
Responsibilities
Accounting & Bookkeeping (QuickBooks): Perform daily financial entries and maintain accurate books for multiple commercial properties. Prepare monthly financial statements and reports. Maintain separate accounts in QuickBooks for each commercial property. Reconcile all bank accounts monthly.
Accounts Payable & Receivable: Process vendor invoices for each property; complete weekly check runs. Record and track customer payments. Make weekly bank deposits. Monitor and manage delinquent accounts.
Contractor Compliance: Maintain organized records of all contractors working on commercial properties. Collect W-9 forms from contractors. Prepare 1099s as required. Collaborate with accountants to support tax reporting needs.
Financial Reporting: Prepare accurate and timely reports for Board meetings. Generate customized monthly financial reports for each commercial property based on specific criteria.
Administrative Support (Foundation Software): Create monthly property management invoices. Generate invoices for repair and maintenance services. Enter and update work orders and job notes. Run and compile reports to support invoicing and financial tracking. Assist with follow-up on overdue invoices.
Filing & Organization: Maintain detailed and organized records for all commercial property accounts. File paperwork and ensure files are accurate and accessible.
Qualifications
Associate's degree in Accounting, Business, or related field (Bachelor's preferred).
2+ years of experience in bookkeeping, accounting, or administrative support (commercial property management experience preferred).
Proficient in QuickBooks and Microsoft Office, especially Excel and Outlook.
Experience with Foundation or similar software preferred.
Strong attention to detail, organization, and time management skills.
Ability to handle multiple accounts and meet deadlines.
Excellent communication skills and professionalism in working with vendors and internal teams.
Familiarity with financial reporting, invoicing, 1099s, and W-9s.
Able to work independently and maintain confidentiality.
Physical Requirements This is largely a sitting role; however, some standing and movement is required. This includes the ability to lift files, open filing cabinets, and bend or stand as necessary.
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Responsibilities
Accounting & Bookkeeping (QuickBooks): Perform daily financial entries and maintain accurate books for multiple commercial properties. Prepare monthly financial statements and reports. Maintain separate accounts in QuickBooks for each commercial property. Reconcile all bank accounts monthly.
Accounts Payable & Receivable: Process vendor invoices for each property; complete weekly check runs. Record and track customer payments. Make weekly bank deposits. Monitor and manage delinquent accounts.
Contractor Compliance: Maintain organized records of all contractors working on commercial properties. Collect W-9 forms from contractors. Prepare 1099s as required. Collaborate with accountants to support tax reporting needs.
Financial Reporting: Prepare accurate and timely reports for Board meetings. Generate customized monthly financial reports for each commercial property based on specific criteria.
Administrative Support (Foundation Software): Create monthly property management invoices. Generate invoices for repair and maintenance services. Enter and update work orders and job notes. Run and compile reports to support invoicing and financial tracking. Assist with follow-up on overdue invoices.
Filing & Organization: Maintain detailed and organized records for all commercial property accounts. File paperwork and ensure files are accurate and accessible.
Qualifications
Associate's degree in Accounting, Business, or related field (Bachelor's preferred).
2+ years of experience in bookkeeping, accounting, or administrative support (commercial property management experience preferred).
Proficient in QuickBooks and Microsoft Office, especially Excel and Outlook.
Experience with Foundation or similar software preferred.
Strong attention to detail, organization, and time management skills.
Ability to handle multiple accounts and meet deadlines.
Excellent communication skills and professionalism in working with vendors and internal teams.
Familiarity with financial reporting, invoicing, 1099s, and W-9s.
Able to work independently and maintain confidentiality.
Physical Requirements This is largely a sitting role; however, some standing and movement is required. This includes the ability to lift files, open filing cabinets, and bend or stand as necessary.
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