Accounting Administrative Assistant
Empire State Realty Trust
full-time
Posted on:
Location Type: Hybrid
Location: New York City • New York • United States
Visit company websiteExplore more
Salary
💰 $65,000 - $75,000 per year
About the role
- Provide Executive level support to the VP, Head of Property Accounting and administrative support for accounting staff
- Coordinate between departments to resolve day-to-day administrative and operational issues
- Manage the VP, Head of Property Accounting’s calendar, including prioritizing meeting requests, scheduling with internal and external contacts
- Schedule recurring meetings for Accounts Receivable, Lease Admin, Property Accounting and Observatory Accounting
- Assist with projects and other duties as directed by the VP
- Prepare reports and distribute them as needed
- Act as contact for department, field questions from tenants, outside vendors and other departments
- Assist with taking calls from Investors with questions as backup for Manager, Investor Services
- Act as a contact person to assist with investors calls and emails for their K-1 forms and other tax related issues as needed during tax season
- Manage the Retail Rent report in SharePoint, updating the report and sending weekly update to property controllers
- Prepare mail merge letters for the Property Accountants as needed
- Work closely with external auditors whenever they are conducting an examination on tenants Gross Sales and provide all reports and support documents for the auditors as requested
- Prepare yearly Close Calendar for the accounting group and send all calendar invites to the team including other department staff
- Update the Property Master List with changes as they occur
- Enter new vendors and process vendors changes in Yardi in a timely manner
- Distribute monthly FQM reports to the Alliance Group
- Attend and create meeting agenda for the Property Accountants weekly meetings
- Send FedEx mail and packages as required
- Order office supplies for the accounting department as needed
- Record all security deposits in a timely manner for new tenants, move out accounting, replenishments and reductions for all properties
- Periodic receptionist coverage at the front desk as needed
Requirements
- An Associates or Bachelor’s degree is preferred, but not required
- 2-3 years of prior administrative experience is required
- Experience with Yardi is preferred
- Proficiency with Microsoft Office Suite and related software, including Microsoft Word, Excel, Outlook, PowerPoint, and SharePoint
- Ability to maintain a well-organized and efficient work environment
- Excellent verbal and written communication skills
- Strong interpersonal and customer service abilities
- High level organizational skills and attention to detail
- Effective time management skills with a proven ability to meet deadlines
- Ability to perform effectively in a fast-paced and at occasionally high-pressure environment
- Ability to work well independently with minimal direction
Benefits
- Competitive base salary and bonus
- Health/Dental/Vision insurance
- Company sponsored Life, AD&D, STD (with Salary Continuation), and LTD Insurance
- Voluntary Enhanced LTD Program
- Voluntary Hospital, Accident, and Cancer Programs
- 401(k) with 100% match up to 5%
- Paid parental leave
- Pre-tax transit accounts
- Employee Assistance Program for emotional, financial, and legal support
Applicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard Skills & Tools
administrative supportcalendar managementreport preparationmail mergevendor managementsecurity deposit recordingproject assistancedata entryauditor supportmeeting agenda creation
Soft Skills
organizational skillscommunication skillsinterpersonal skillscustomer servicetime managementattention to detailindependenceability to work under pressureproblem-solvingcollaboration
Certifications
Associates degreeBachelor’s degree