Controller/Accountant

The UPS Store 7171; Akron (OH); On-site; USD 40,000 - 52,000; Full time

Job summary

The UPS Store 7171 in Akron, OH is seeking an organized administrative professional with accounting experience to support daily office operations.

Responsibilities include invoicing, banking tasks, vendor communications, and reporting, using QuickBooks and MS Office. You will manage telephone inquiries, maintain client files, and assist the property/tenant management team under supervision. Strong communication and initiative are essential.

Qualifications

• Accounting degree required.
• Experience with a commercial real estate office environment.
• Proficient PC and software applications.
• Experience with billing, invoicing, payroll, banking & financial reports.
• Knowledge of QuickBooks Pro or QuickBooks Enterprise.
• Proficient in Microsoft Office (Word, Excel, Outlook).
• Excellent communication skills.
• Excellent interpersonal skills.
• Self-starter with a high degree of enthusiasm.
• Excellent organizational skills with detail orientation.

Responsibilities

• Handle incoming calls and professional communication.
• Prepare invoices and track payments.
• Maintain client/vendor records and financial files.
• Assist property manager with leases and tenant communications.
• Prepare reports and reconciliations.
• Perform general office duties and administrative tasks.

Skills

Accounting

QuickBooks

Microsoft Office

Billing & invoicing

Communication skills

Interpersonal skills

Organizational skills

Data entry

Banking & reports

Education

Accounting degree

Tools

QuickBooks Pro

QuickBooks Enterprise

Microsoft Word

Excel

Outlook

Job description

Job Requirements:

• Accounting Degree Required
• Commercial Real Estate Office Experience
• Personal Computer Knowledge and Experience
• Experience of Software Applications
• QuickBooks Pro or QuickBooks Enterprise Edition required
• Microsoft Office includes Word, Excel & Outlook
• Knowledge & Experience with billing, invoicing, payroll, banking & financial reports
• Excellent Communication Skills
• Excellent Interpersonal Skills
• Quick Study
• Self-Starter with a high degree of enthusiasm
• Excellent organizational skills with detail orientation

Key Elements of Job:

• Personal Accountability
• Attendance, Reliability, High Degree of Personal & Business Ethics,
• Confidentiality, Work without Supervision, Leadership, Work with Co-Workers

Communication Skills - Includes Oral, Telephone and Written

• Answer telephone promptly with appropriate greeting
• Professional Manner
• Determine nature of call and handle in professional & timely manner

Telephone Etiquette :

• Answer telephone promptly with appropriate greeting
• Professional Manner
• Determine nature of call and handle in professional & timely manner

Oral & Written Skills:

• Speak clearly and professionally
• Good listening and positive feedback
• Utilize e-mail as needed and professional manner
• Business letters concise
• Reports neat, concise and detailed

Handling of Incoming Calls:

• Prioritize incoming calls according to subject relating to call
• Priority requests:
• Calls demanding agent’s immediate attention
• May be repeat client or tenants interested in properties
• Calls to be forwarded directly to agent/manager with an

acceptable turnaround time of one hour

• Personal Response:
• Requires direct response, not as time critical, return call by end of business day
• Assistant should return call if agent unavailable
• Informational Response
• Assistant to handle this type of call
• Assistant prepare personalize letter with requester’s name & address using a mail-merge feature
• Assistant set an automated response in agent’s e-mail using certain key words in subject line to send requested information

Invoicing & Billing:

• Prepare invoices and/or billing statements
• Prepare checks for payment for invoices received
• Verify invoices are accurate
• Set follow-up for receipt of payment
• Maintain log of billing statements/invoices with client name, date billed, amount of invoice & record date paid
• Keep supervision informed of past due invoices

General Office Duties:

• Hours of operation - be punctual and ready to start the day on a timely basis
• Maintain good working relationship with manager & client
• Plan a daily to do list for discussion with owner to assure listed activities are a priority to owner and assistant
• Update manager of all communications with clients to maintain continuity of communication between client, assistant & manager
• Communicate with clients on a weekly basis to inquire of their needs
• Analyze and prioritize income producing task prior to beginning routine paperwork to insure income producing opportunities are reviewed by manager and assistant
• Create action plan for special projects that include record of time and cost of all projects for evaluation at end of each year for the following year

Administrative Duties:

• Maintain a log for each transaction to confirm items are being received and filed properly
• Run errands, as necessary to assist with the business
• Perform general tasks, i.e. filing, accepting deliveries, screening phone calls, etc.
• Maintain follow-up with each tenant after a completed transaction to solicit feedback and provide information with manager/agent

Banking Responsibilities:

• Match incoming checks with proper account/client
• Prepare bank deposits
• Reconcile bank statements
• Assure expenditures are in accordance with ledger balances
• Keep supervision informed of balances of internal accounts

Financial Reports:

• Compile accurate data for financial statements & reports including profit and loss statements and balance sheet
• Balance financial records/reports
• Review records & reports for discrepancies
• Maintain ledgers, records, reports & files
• Determine time frame for keeping ledgers, records, reports & files
• Monthly account reconciliations

Property Responsibilities:

• Maintain records of financial transactions & property maintenance for Tenant and Landlord accounts
• Process work order requests from tenants, landlord & property manager
• Contact vendors for written estimates
• Enter work order into proper system
• Maintain follow-up on status of work completion
• Review repair & maintenance invoices to ensure work performed was completed as requested and per estimate
• Prepare check for vendors
• Maintain list of vendors, addresses, telephone numbers & contact person
• General clerical/administrative functions

Lease Coordination:

• Prepare check list for leases
• Coordinate leases using checklist
• Maintain a contact record on forms provided on all tenants with a new or renewing leases
• Keep strict tabs on deadlines in leases including:
• Improvements, Inspection deadlines, closing dates
• Occupancy dates, deposits/funds dispersed
• Check and follow that client submits all relevant paper work to manager. Prepare check list for needed information

Company Policies/Guidelines:

• Background checks and drug testing may be required at management discretion
• Bonding required
• Cell phones during work hours restricted to family emergencies
• No Smoking on premises
• Professional Dress Code:
• No jeans, tattoos must be covered, no body piercing to be exposed, 2 earrings per ear permitted