Administrative Bookkeeper Job at Peak Properties in Chicago

Job Title: Administrative Bookkeeper

Reports to: Chief Administrative Officer (CAO)

Job Overview: The Administrative Bookkeeper plays a key role in supporting the Chief Administrative Officer (CAO) by assisting with the management of essential financial and administrative functions. This position is responsible for maintaining accurate financial records, administering corporate accounting processes, and assisting with corporate office operations. The Administrative Bookkeeper will also aid in managing payroll, benefits administration, and compliance efforts to ensure smooth corporate operations. This role requires strong attention to detail, proficiency in accounting software (such as QuickBooks), and the ability to adapt to changing priorities while ensuring compliance with relevant regulations and standards.

Primary Responsibilities

Bookkeeping and Financial Upkeep

• Assist in the upgrade, setup, and administration of new corporate accounting software in cooperation with the corporate accounting firm and the CAO (migration from Quicken to QuickBooks for all Peak entities).
• Support corporate accounting tasks, including general ledgers, corporate accounts receivable (A/R), and accounts payable (A/P).
• Assist with the setup and administration of a corporate accounts payable (A/P) reporting and tracking system, supporting the entry of corporate billings, and processing payments.
• Assist in conducting monthly bank reconciliations for corporate and sub-entity accounts.
• Support the processing of deposits for corporate A/R revenue payments (Management Fees, Renewal Fees, Peak Tech Fees, Insurance Fees).
• Support the oversight of corporate vendor payments for approved services rendered.
• Assist in monitoring and maintaining petty cash accounts.
• Support the processing of customer invoices, payments, and recording of income.
• Assist in preparing monthly, quarterly, and annual financial reports for management.
• Support compliance with financial regulations, tax requirements, and company financial policies.
• Assist in maintaining an organized filing system for financial records and receipts.
• Support the management and monitoring of corporate and sub-entity budgets.

Administrative Tasks

• Assist in the management of corporate office operations, including procurement of office supplies, equipment, and services.
• Support and assist in the distribution of daily mail and corporate vendor invoices for processing.
• Assist in administering corporate expense reimbursement accounts (Expensify; gym memberships, stipends, cell phone, mileage, property-related purchases, continuing education), including implementation, workflows for approvals, and employee training.
• Support the handling of corporate employee payroll information confidentially, ensuring bi-weekly payments, processing PTO, and handling payroll requests accurately and timely.
• Assist with maintaining and renewing corporate business and vendor insurance policies, including requesting certificates of insurance.
• Support coordination with the corporate benefits broker to assist in administering company benefits for all employees.
• Assist employees with questions about corporate benefits (medical, dental, vision, life insurance, 401(k), retirement benefits).
• Support the administration of select property insurance and corporate insurance email deliveries for the insurance brokerage firm.
• Assist in maintaining corporate document archives, ensuring that critical documents such as contracts, financial records, and insurance forms are properly filed and secure.

Compliance and Audits

• Assist with corporate insurance policy administration tasks, including medical insurance audits, 401(k) audits, census forms, and COBRA insurance forms.
• Support preparation for annual audits by assisting in organizing financial records and supporting documents.
• Assist in supporting the company’s efforts to ensure compliance with regulatory bodies and company policy audits.
• Assist in the administration of corporate bank accounts connected to property management functions (PeakWait).
• Support efforts to ensure financial data is accurate and in compliance with accounting standards and legal requirements.

Qualifications:

• Bachelor's degree in finance, accounting, business, or a related field, or equivalent experience. Preferred Master’s degree or combination of relevant education and experience.
• Minimum of 3-5 years of experience in bookkeeping/accounting, including supervisory responsibilities.
• In-depth knowledge of accounting principles and procedures.
• Previous experience with Accounts Payable, Accounts Receivable, and General Ledger management.
• Must have experience with QuickBooks.
• Proficiency in Microsoft Word and Excel.
• Working knowledge of government regulations applicable to businesses.
• Strong interpersonal and communication skills.
• Ability to multitask effectively and adapt to changing priorities.
• Highly organized with a strong attention to detail and accuracy.
• Proficiency or willingness to learn database systems (e.g., Profit Stars, RENTCafé, Yardi).

Physical Requirements:

• Frequent use of a computer and other office equipment, such as a calculator, copier, and printer.
• Ability to sit for extended periods.