Job Description

Description:

We are a private property management company with a portfolio of properties in the Queen's University district that are owned and operated by the principles of Student Village Housing Inc.

Reporting directly to the General Manager, our Bookkeeper/Office Administrator will assist with the successful running of the day-to-day operations to provide outstanding customer service to our tenants.

As the Bookkeeper/Office Administrator, you will be performing bookkeeping, general office duties as well as administrative support to management.

This position will deal with the day-to-day administrative operation of the office, including correspondence and documentation with staff, tenants, contractors, service providers etc.

Financial duties include data entry, accounts receivable and payable, payroll, analysis, and monthly and annual financial reporting.

Personnel support for management including training, manuals, equipment, supplies.

Key Responsibilities and Duties:

-Provide administrative and technical support to ensure the efficient flow of information within as well as external to the organization.

- Draft, review, edit and format correspondence, reports, legal documents, forms, summaries, and information/statistical/financial reports ensuring the quality of all outgoing material meets our standards and/or policies.

- Correspondence with tenants, contractors, service providers, municipal services etc. via phone, email or in person.

- Ensuring all tenants are entered into the system in both QuickBooks and correspondence programs with proper information.

- Managing and recording all payments, making sure the accounts are current and balanced. Corresponding with tenants on unpaid rents.

- Working with management in creating detailed financial analysis of current operation expenditures and provide input and feedback with long term forecasting.

- Work with team to create annual budgets in the fall of each year.

- Organize and maintain files, records, mail distribution, training modules and procedures.

- Manage, maintain, and update company resources including templates, forms, data, files, assistive technology, etc.

- Assisting the management with preparation and distribution of all legal documents including small claims, damages and evictions. This includes financial and legal documentation with owners, banking and insurance companies.

- Asset Management: Working with management and staff to ensure supplies and equipment are available and maintained.

Office: - supplies and equipment, i.e. phones, printer, furniture

Properties: ensure that properties are tracked for proper maintenance/cleaning, utilities, renovations

Vehicles: schedule regular maintenance, repairs and cleanliness

Maintenance Equipment: work with maintenance staff to keep track and ensure equipment is cataloged, maintained and up to date.

Qualifications:

- 5-7 years of recent and related experience in a bookkeeping role

- 5-7 years of recent and related experience with office management

Skills, Abilities and Work Demands:

- Proficiency in Microsoft 365 and Adobe Acrobat

- Proficiency with day-to-day use of QuickBooks

- Excellent interpersonal, collaborative and customer service skills with ability to maintain confidentiality

- Strong organizational skills with ability to manage multiple tasks

- Excellent and highly professional oral and written communication skills

- Ability to work independently and self-manage deadlines

We look forward to welcoming a dedicated Bookkeeper/Office administrator who is ready to contribute to our team's success!

Job Types: Full-time, Permanent

Pay: $60,000.00-$65,000.00 per year

Benefits:

Casual dress Dental care Extended health care Life insurance Paid time off
Ability to commute/relocate:

Kingston, ON K7P 2E2: reliably commute or plan to relocate before starting work (preferred)
Experience:

Bookkeeping: 3 years (required)
Language:

English (required)
Licence/Certification:

Driving Licence (required)
Work Location: In person

Expected start date: 2025-08-18