Property Management & Bookkeeping Specialist | Reliable Admin Support

Managed accounts payable and accounts receivable, ensuring timely payments and collections. Processed and recorded invoices, receipts, and payments in accounting software. Reconciled bank statements and financial records to ensure accuracy. Prepared financial reports such as profit & loss statements, balance sheets, and cash flow summaries. Monitored expenses, budgets, and account transactions for accuracy and compliance. Assisted with payroll processing and employee expense tracking. Maintained organized and up-to-date financial records for management review or audits. Supported month-end and year-end accounting closing processes. Identified and resolved discrepancies in financial records.

Managed day-to-day administrative operations, ensuring smooth workflow across departments. Organized and maintained files, documents, and records for easy access and compliance. Coordinated meetings, schedules, and calendars for executives or property owners. Oversaw email management, prioritizing important messages and ensuring timely responses. Developed and maintained standard operating procedures (SOPs) for administrative processes. Assisted in preparing reports, presentations, and summaries for management review. Liaised with vendors, clients, and team members to ensure efficient communication. Tracked tasks and deadlines to ensure projects and assignments were completed on time. Implemented process improvements to streamline administrative operations and enhance productivity.

Managed daily operations of rental properties, ensuring smooth functioning and tenant satisfaction. Handled tenant communication, including inquiries, complaints, and service requests. Conducted tenant screening, including verifying rental history, employment, and references. Prepared and maintained lease agreements, contracts, and tenant records. Coordinated with vendors and service providers for maintenance, repairs, and inspections. Tracked and collected rent payments, late fees, and other property-related income. Managed property listings, including descriptions, photos, availability, and online postings. Assisted in budgeting, financial reporting, and bookkeeping for properties. Conducted move-in and move-out inspections and managed security deposits. Ensured compliance with property regulations, company policies, and safety standards.

Maintained and updated tenant, client, or customer records in the CRM system. Tracked lease agreements, rent payments, follow-ups, and service requests using the CRM. Entered and managed contact information, leads, and vendor data accurately. Generated reports and summaries from the CRM for management review. Set up reminders and alerts for important deadlines, appointments, or follow-ups. Ensured data accuracy and consistency, removing duplicates and correcting errors. Trained or guided team members on CRM usage and best practices (if applicable). Integrated CRM with other tools or software to streamline workflows.

Coordinated with vendors to schedule services, repairs, and deliveries on time. Negotiated or confirmed service agreements, pricing, and contracts with vendors. Monitored vendor performance to ensure timely and quality service. Managed vendor contact information and contracts for easy reference and compliance. Communicated clearly to resolve billing issues, discrepancies, or service delays. Maintained records of invoices, purchase orders, and service confirmations. Collaborated with internal teams to ensure vendor services align with operational needs.

Prepared monthly, quarterly, and annual financial reports for management or property owners. Reconciled accounts to ensure accuracy of income, expenses, and balances. Summarized cash flow, profit & loss, and budget variance reports. Tracked rent payments, utility bills, and other property-related expenses for accurate reporting. Ensured compliance with company policies and accounting standards. Assisted in audit preparation by organizing financial documents and reports. Created visual summaries and spreadsheets to present financial data clearly. Identified discrepancies and collaborated with vendors or clients to resolve inconsistencies.

Created and maintained digital and physical filing systems for documents, contracts, invoices, and reports. Organized files by date, category, or project to ensure easy access and retrieval. Ensured confidentiality and security of sensitive documents. Regularly updated and purged outdated files to maintain efficiency. Labeled and categorized files consistently to reduce errors and save time. Prepared documents for audits, meetings, or management review. Coordinated with team members to ensure all shared files were properly stored and accessible. Implemented file naming conventions and standard operating procedures (SOPs) for consistency.

Created, scheduled, and posted content across social media platforms (Facebook, Instagram, LinkedIn, etc.). Assisted in content planning to ensure consistent and timely posting. Monitored social media accounts for comments, messages, and engagement and responded when appropriate. Maintained brand voice and consistency across all posts. Used basic analytics tools to track engagement, reach, and performance of posts. Collaborated with team members to repurpose content from blogs, newsletters, or campaigns. Updated social media calendars to ensure deadlines and campaigns were met. Assisted in social media marketing campaigns, including promotions and advertisements.

Created, updated, and maintained property listings on websites, portals, and internal systems. Ensured accurate and complete information for each property (photos, descriptions, amenities, pricing, and availability). Coordinated with property owners, agents, and vendors to verify listing details. Uploaded and organized photos, floor plans, and virtual tours for online listings. Monitored and updated listings regularly to reflect changes in availability or pricing. Responded to inquiries from potential tenants or buyers in a timely and professional manner. Tracked listing performance metrics such as views, inquiries, and leads. Ensured compliance with platform guidelines and company standards.

Tenant Screening Responsibilities Reviewed rental applications and verified accuracy of information provided by applicants. Conducted background checks including employment, credit history, and previous rental references. Contacted previous landlords and employers to confirm tenant reliability and payment history. Assessed tenants’ financial stability, rental history, and suitability for the property. Maintained confidential records of screening results in compliance with privacy laws. Communicated screening results professionally and clearly to property owners or management. Made recommendations to property owners regarding tenant approval or denial. Updated and organized tenant screening reports for future reference.