Staff Accountant

Gebhardt Property Management; Portland (ME); On-site; USD 65,000 - 85,000; Full time

Benefits offered by this job

Health, dental, and vision insurance

Paid time off

Stable, supportive team

Job summary

Gebhardt Property Management in Portland, Maine is seeking a Staff Accountant to support monthly close, reporting, and accurate financials for properties and associations. You’ll work with the Controller, GM, owners, and teams to ensure numbers are complete and timely.

The role covers journal entries, AP, reconciliations, budgets, year-end, and file management across multiple entities. Strong QuickBooks Online and Excel skills, attention to detail, and independence are essential.

Qualifications

• Bachelor’s degree in accounting or finance, or equivalent experience.
• 2+ years accounting experience, including month-end close.
• Strong understanding of cash-basis and accrual accounting.
• Exceptional attention to detail and accuracy.
• Experience with accounts payable and billing or invoicing.
• Solid understanding of journal entries, balance sheet reconciliations, and GAAP basics.
• Proficient with QuickBooks Online and Excel (VLOOKUPs, pivots).
• Ability to manage multiple entities and deadlines.
• Clear, professional communication with team members, property owners, and association boards.
• Discretion and integrity when handling confidential financial information.

Responsibilities

• Prepare and post journal entries, including accruals, prepaids, reclasses, and adjustments.
• Complete assigned tasks on the month-end close checklist and meet business-day deadlines.
• Review property and association financials for errors or unusual balances before they go to the Controller.
• Help the team meet reporting deadlines for owner financials and HOA financial packages.
• Enter and code vendor invoices for maintenance, utilities, insurance, taxes, and contractor work.
• Match invoices to work orders, receipts, and supporting documentation.
• Prepare weekly check and ACH payment batches for Controller review.
• Maintain vendor records, including W-9s and certificates of insurance, and flag expired documents.
• Respond to vendor questions about payment status and resolve discrepancies.
• Prepare 1099s for vendors and owners at year-end.
• Bill completed maintenance work orders to the correct owner, property, association, or tenant, including labor, materials, and any approved markup.
• Bill tenants for chargeable repairs and damages, and post charges to their ledgers.
• Prepare and post recurring charges, such as association dues, special assessments, and utility reimbursements.
• Work with the maintenance team and property managers to follow up on incomplete or missing work order details.
• Track open and unbilled work orders and report status to the Controller.
• Reconcile bank accounts and prepare balance sheet reconciliations.
• Prepare monthly financial statements for assigned properties and associations.
• Prepare supporting schedules and variance explanations for the Controller.
• Assist with owner equity calculations and HOA reserve reporting.
• Pull reports and backup documentation as requested by the Controller, General Manager, or company owners.

Skills

Month-end close

Account reconciliations

GAAP basics

QuickBooks Online

Excel (VLOOKUPs, pivots)

Communication

Cash vs accrual accounting

Multi-entity management

Education

Bachelor’s degree in accounting or finance

Tools

QuickBooks Online

Excel

Job description

Gebhardt Property Management manages residential and commercial properties and homeowner and condominium associations in the Portland, Maine area. Our clients trust us with their properties and their money, and we take that seriously. We’re a small, close-knit team looking for a Staff Accountant who brings strong accounting fundamentals, sharp attention to detail, and a commitment to accurate, on-time financials.

Why This Role Matters

You’ll be a key part of our monthly close and financial reporting. Reporting to the Controller, you’ll work closely with our General Manager, company owners, Accounting Coordinator, property managers, and maintenance team. Property owners and association boards count on timely, accurate financial statements, and you’ll help make sure every number behind them is right.

What You’ll Do

Month-End Close

• Prepare and post journal entries, including accruals, prepaids, reclasses, and adjustments
• Complete assigned tasks on the month-end close checklist and meet business-day deadlines
• Review property and association financials for errors or unusual balances before they go to the Controller
• Help the team meet reporting deadlines for owner financials and HOA financial packages

Accounts Payable

• Enter and code vendor invoices for maintenance, utilities, insurance, taxes, and contractor work
• Match invoices to work orders, receipts, and supporting documentation
• Prepare weekly check and ACH payment batches for Controller review
• Maintain vendor records, including W-9s and certificates of insurance, and flag expired documents
• Respond to vendor questions about payment status and resolve discrepancies
• Prepare 1099s for vendors and owners at year-end
• Bill completed maintenance work orders to the correct owner, property, association, or tenant, including labor, materials, and any approved markup
• Bill tenants for chargeable repairs and damages, and post charges to their ledgers
• Prepare and post recurring charges, such as association dues, special assessments, and utility reimbursements
• Work with the maintenance team and property managers to follow up on incomplete or missing work order details
• Track open and unbilled work orders and report status to the Controller

Account Reconciliations

• Reconcile assigned bank accounts, including operating, trust, reserve, and security deposit accounts
• Prepare balance sheet reconciliations, including prepaids, accrued expenses, deposits, and due-to/due-from accounts
• Investigate and resolve reconciling differences and outstanding items
• Make sure owner, tenant, and association funds are handled in line with state trust accounting rules
• Prepare monthly financial statements for assigned properties and associations
• Prepare supporting schedules and variance explanations for the Controller
• Assist with owner equity calculations and HOA reserve reporting
• Pull reports and backup documentation as requested by the Controller, General Manager, or company owners

Budgets & Analysis

• Help prepare annual operating budgets for properties and associations
• Track actual results against budget and flag significant variances
• Support special projects and analysis as requested by the Controller

Year-End & Compliance

• Prepare year-end schedules and workpapers for the Controller
• Assist with year-end owner and association packages
• Maintain fixed asset and depreciation schedules (if applicable)

File Management

• Organize and file all financial documents, both paper and digital, including invoices, receipts, work orders, bank statements, leases, and management agreements
• Scan and upload documents into our accounting systems and shared drives using a consistent naming system
• Maintain organized files for each property, association, owner, and vendor
• Keep records easy to retrieve for owner and board requests, internal reviews, and legal matters
• Follow the company’s record retention schedule and securely shred documents when appropriate

Process & Team Support

• Back up team members during absences and peak periods
• Help improve accounting procedures, checklists, and internal controls
• Keep workpapers and supporting documentation organized and easy to find

What We’re Looking For

• Bachelor’s degree in accounting or finance, or equivalent experience
• 2+ years of accounting experience, including month-end close and account reconciliations
• A high level of understanding of both cash-basis and accrual-basis accounting, and the ability to explain and work between the two
• Exceptional attention to detail and accuracy
• Experience with accounts payable and billing or invoicing
• Solid understanding of journal entries, balance sheet reconciliations, and GAAP basics
• Strong working knowledge of QuickBooks Online and Excel (VLOOKUPs, pivot tables, formulas)
• Ability to manage multiple entities and deadlines at once
• Clear, professional communication with team members, property owners, and association boards
• Discretion and integrity when handling confidential financial information
• Comfort working independently and raising questions when something doesn’t look right

What We Offer

• Competitive pay
• Health, dental, and vision insurance
• Paid time off
• A stable, supportive team where your work makes a real difference for property owners, residents, and associations