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Financial Administrator

Do you aim high? Are you genuinely helpful? Are you looking for a place where you can make a difference, receive ongoing support and training, and build a rewarding, long-lasting career? Then you may be a good fit for FirstService Residential, North America's foremost property management firm. We're all about our associates, and as we continue to grow, we're looking for even more quality people who share our dedication to doing what's right, improving residents' quality of life, building great relationships and truly making a difference for their clients, their colleagues and themselves. Is that you? If so, we think you should get to know us.
Who We Are: FirstService Residential is the largest manager of residential communities in North America, overseeing more than 5,600 properties and over 1.3 million residential units. FirstService generates more than $2.3 billion in annual revenue and has more than 23,000 employees worldwide. More information is available at www.firstserviceresidential.com.
FirstService Residential is currently seeking a Part Time Financial Administration Manager for a community in the Wanaque, NJ Area
Primary Responsibilities: Assists Community Manager and other senior staff with the day to day administrative and financial operations of the Community Association. Handles key customer service and corporate functions for site. Maintains communication with Board of Directors, Business Committees, homeowners, and cooperate offices.
Additional Responsibilities:
Be knowledgeable of all Association Governing Documents, Rules and Regulations and general legal requirements of a community association
Provide excellent customer service and maintain open lines of communication with fellow Associates, homeowners and Board of Trustees
Follow all policies and procedures of FirstService Residential.
Such other duties and responsibilities as may reasonably be directed and required
Proofread documents when needed
Communicate with corporate office on HR needs
Create, analyze and present financial reports in an accurate and timely manner including monthly financial reports for management and the board of directors
Oversee and lead the monthly Cash Flow Management process, monitor progress and changes and keep the board of directors informed of the organization's financial status
Work closely with the organization's accountant on all financial matters relating to nine banking and investment accounts for Deferred Maintenance Funds, Reserve Funds, Working Capital Funds, Transition Funds, and Operating Fund accounts
Handle all property damage and/or medical injury insurance claims, create and retain report of all incidents, obtain and submit itemized bills and receipts from service or medical providers, and liaison with insurance provider
Record, date, and time stamp incoming invoices daily.
Verify checks when returned from Client Accounting. Ensure that all invoicing backup is attached to check and duplicate payments are not received.
Secondary contact and liaison to Finance Committee.
Monitor all maintenance fee accounts and track all delinquent accounts, work with Association attorney with collection procedures.
Collect process and reconcile invoices, departmental billings, employee reimbursements, vendor statements.
Compile and review information for accuracy. Review and code accounts payable invoices through web interface program based on manager approvals and general ledger allocation.
Maintain all vendor records and their files.
First point of phone contact for incoming homeowner and customer service needs regarding receivables for assessments and other homeowner based billings.
Processing standard operating forms and all appropriate backup needed to be sent in to Regional office for completion of: establishing/terminating direct debit service, name changes and other miscellaneous updates needed.
Maintains currently listing of all delinquent accounts and their status. Follows all
collection protocol per the established accounting policies of the Association.
Prepares weekly deposits.
Requirements
Minimum of 3 years experience in a financial capacity, especially accounts payable and general bookkeeping.
Background in small business financial operations is desired.
Associates degree in a business related filed preferred..
Strong organizational skills
Strong written and verbal communication skills
Excellent word processing, mathematic and computer skills required.
Ability to perform with minimum supervision and make decisions independently.
Detailed oriented with multiple tasks and information organization.
High proficiency in Microsoft Windows software, especially EXCEL and WORD.
Able to meet with management team and clients as needed.

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