Bookkeeper & Maintenance Coordinator

The responsibilities listed represent the initial scope of the role.

We understand that during the first year, these duties will be transitioned gradually, one by one, with proper training and support provided for each task.

As employee becomes familiar with our operations, additional responsibilities will be introduced step-by-step, building toward the full scope of the position.

Bookkeeper & Maintenance Coordinator Responsibilities:

Bookkeeping

• Accounts Payable with cost allocation
• Process bill payments for vendors, utilities, and service providers accurately and on time.
• Maintain organized documentation for vendor invoices, statements, receipts, and payment confirmations.
• Assist with month-end preparation tasks, including expense reconciliations and allocation
• Support property expense tracking, ensuring expenses are allocated to the correct property, unit, and cost category.
• Communicate with vendors regarding missing invoices, statements, and payment status.
• Maintain vendor profiles (contact info, insurance, EFT détails, etc.).
• Accounts Receivable
• Monitor incoming payments from tenants, owners, or vendors.
• Collections & Follow-up

Maintenance Coordination

§ Receive, log, and prioritize maintenance requests from tenants and staff.

§ Dispatch maintenance requests to appropriate contractors and ensure timely response.

§ Track the status of each maintenance request from creation to completion, including follow-up with contractors and tenants.

§ Schedule maintenance appointments, annual inspections, and recurring service visits.

§ Maintain maintenance logs and contractor contact lists.

§ Review contractor invoices against work orders for accuracy before submitting to Accounts Payable.

§ Assist with preparing and updating seasonal inspections schedules.

§ Communicate updates to tenants regarding work timelines, access arrangements, and completion status.

General Administrative

§ Maintain organized digital and physical files, logs, and property records.

§ Provide customer service to tenants and contractors in a professional and courteous manner.

§ Ensure confidentiality and accuracy in handling financial and tenant information.

§ Investigate and resolve discrepancies or missing payments.

Skills & Qualifications for Bookkeeper – Property Management

• Strong knowledge of accounts receivable (A/R) and accounts payable (A/P) processes
• Experience with bank reconciliations and GL account management
• Proficient in Microsoft Excel and other spreadsheet tools
• Attention to detail and strong numerical accuracy
• Ability to organize and maintain financial records
• Good communication skills for interacting with owners, tenants, and vendors
• Strong time management and ability to meet deadlines
• Problem-solving skills to identify and correct errors in financial records
• Ability to work independently and as part of a small team
• Experience with Yardi is an asset
• Experience with QuickBooks (QB) is an asset