Finance & Administration Manager — U.S. Accounting & Real Estate

Mappa; Miami (FL); Hybrid; USD 85,000 - 140,000; Full time

Job summary

Join Mappa, a Miami-based investment management firm, as the head of financial and administrative operations for multiple entities. You will own the accounting cycle, close, reconciliations, treasury, and intercompany records across entities, coordinating with CPAs and advisors to keep books accurate and timely.

The role requires hands-on expertise in US GAAP, multi-entity structures, and strong communication in English and Spanish.

Qualifications

• 5–10 years in accounting, financial administration, or accounting operations; US corporate accounting experience preferred.
• Fluent in Spanish and English; able to coordinate with banks, vendors, and advisors in the United States.
• Advanced proficiency in QuickBooks Online and Excel/Sheets for reconciliations, reports, and close.
• Experience managing multi-entity / intercompany accounting and treasury activities.

Responsibilities

• Manage accounting cycle and monthly close for multiple entities; prepare P&L, balance sheet, and cash reports by entity.
• Reconcile banks, credit cards, loans, and balance sheet accounts; investigate variances and aging.
• Oversee treasury: schedule payments, prepare ACH/wires, ensure proper approvals.
• Handle AP/AR: invoicing, collections, due dates, and aging; ensure proper documentation.
• Maintain intercompany records across LLCs/SPVs; document loans, contributions, and transfers.
• Coordinate with CPA and advisors to deliver monthly/quarterly/annual packages; maintain compliance calendar.

Skills

Accounting experience

English & Spanish

US GAAP

Intercompany accounting

Treasury & cash management

Advanced Excel/Sheets

QuickBooks Online

Tools

QuickBooks Online

Excel

Google Sheets

Job description

About the company: This small investment management firm based in Miami supports real estate investment funds for accredited and institutional investors across the United States. Its mission centers on making strategic real estate partnerships that balance long-term value with experienced stewardship, reflecting a track record of trust in the space. Teams are likely to be closely connected and hands-on, with day-to-day work spanning analysis and partnership-oriented execution in a niche, finance-driven market.

Position Objective

Take complete ownership of the financial and administrative order for Company, CrediBusiness, and their related entities: keep banks, accounting, reconciliations, payments, collections, documentation, and closes under control; produce reliable information and deliver complete, accurate, and timely packages to the CPA firm.

Expected Result

Management must be able to ask, "How are we doing financially?" and receive, within minutes, a reliable cash view by entity, accounts payable and receivable, upcoming payments, reconciliations, financial statements, intercompany movements, and any pending tax or CPA items.

Role Context

This is not a basic bookkeeping position or a purely supervisory function. It requires a hands-on professional with strong accounting judgment, capable of personally operating systems while simultaneously building discipline, controls, and processes across multiple companies.

Main Responsibilities

• Accounting and Monthly Close: Manage the accounting cycle in QuickBooks Online; review the chart of accounts, classifications, journal entries, accruals, and closes; prepare the P&L, Balance Sheet, and cash reports by entity.
• Reconciliations: Timely reconcile banks, credit cards, loans, and balance sheet accounts; investigate variances and avoid aged or unsupported items.
• Treasury and Corporate Banking: Monitor balances, prepare weekly cash-flows, schedule payments, and prepare ACH, wires, and transfers for authorization.
• Accounts Payable: Control invoices, approvals, W-9 forms, receipts, due dates, and aging; do not process payments without proper support and authorization.
• Accounts Receivable: Issue invoices, follow up on collections, apply payments, and keep aging updated.
• Multi-entity and Intercompany: Maintain separate records for Company, CrediBusiness, SPVs, and other entities; properly document loans, contributions, distributions, and intercompany transfers.
• Coordination with CPA and Advisors: Prepare and deliver monthly, quarterly, and annual packages; respond to requests; maintain the compliance calendar and follow through until closing.
• Taxes and Compliance: Understand relevant federal and Florida requirements—including W-9s, 1099s, and sales tax when applicable—to gather information and properly coordinate with the tax firm.
• Document Control: Maintain a traceable file structure for contracts, invoices, account statements, bank supports, closing statements, loans, and investor and vendor information.
• Management Reports: Produce an executive view of cash, commitments, AR/AP, closing status, exceptions, pending items, and risks by company.
• Internal Processes and Controls: Document SOPs, calendars, checklists, and approval matrices; improve the quality and speed of the close without weakening controls.

Company Specific Responsibilities

• Record and reconcile operations by LLC, SPV, property, or project, without mixing funds or expenses.
• Properly classify capital contributions, distributions, intercompany loans, interest, lender draws, closing costs, and property expenses.
• Maintain documentation for sources and uses of funds, closing statements, investor capital, and movements between vehicles.
• Coordinate accounting information with financial operations, the fund administrator, and the CPA when applicable.

Expected Results in the First 90 Days

• 0–30 Days (Diagnosis and Control): Inventory of entities, bank accounts, and systems; review of access rights, calendars, reconciliations, intercompany balances, documents, and pending items with the CPA; regularization plan with priorities and owners.
• 31–45 Days (Up-to-Date Operations): Reconciled banks and credit cards; AP/AR and weekly cash-flows operating; centralized documentation; defined monthly close; explained and supported variances and intercompany accounts.
• 45–60 Days (Stable Rhythm and Visibility): Timely monthly package by entity; reliable executive dashboard; active tax/compliance calendar; implemented SOPs and approval matrix; visible reduction in pending items and rework.
• Permanent Role Indicators:
  • 100% of bank accounts and credit cards reconciled monthly within the agreed schedule.
  • Monthly close and management/CPA package delivered complete and on time by entity.
  • Zero payments without approval and supporting documentation; compliance with the maker/checker matrix.
  • Intercompany accounts identified, documented, and reconciled between both entities in the same period.
  • AP/AR aging, cash position, and obligation calendar updated weekly.
  • Sustained reduction in aged items, missing documents, and repeated CPA requests.

What we need you to tackle

• Experience: 5 to 10 years in accounting, financial administration, or accounting operations; at least 3 years working with U.S. corporate accounting.
• Languages: Fluent professional Spanish and English, oral and written, sufficient for meetings, emails, and coordination with banks, vendors, and advisors in the United States.
• QuickBooks Online: Advanced proficiency and recent use: reconciliations, chart of accounts, journal entries, AP/AR, closes, and reports.
• U.S. Accounting: Solid judgment regarding debits/credits, accrual accounting, financial statements, and U.S. GAAP fundamentals.
• Multi-entity: Proven experience managing multiple companies, LLCs, or accounting centers simultaneously, along with intercompany record-keeping.
• Treasury: Experience with corporate banking, cash management, payment scheduling, approval controls, and account reconciliations.
• Tools: Advanced Excel or Google Sheets: pivot tables, XLOOKUP or equivalents, reconciliations, controls, and reports.
• Remote Work: Autonomy, disciplined communication, and availability to operate during hours compatible with Eastern Time.

Nice to haves

• Implement invoice intake, approval matrix, documentation controls, and maintain current AP aging. Supports accurate upcoming payments and enforces maker/checker disbursement discipline.
• Issue invoices, apply receipts, and drive timely collections to keep AR aging accurate. Improves cash predictability and the weekly cash view.
• Understand property/LLC/SPV accounting: lender draws, closing statements, sources/uses, capital events, and project-level costs. Speeds correct classification and reduces CPA rework in this domain.