Property Operations & Bookkeeping Assistant

We own and manage a multi-tenant retail shopping center and are looking for a detail-oriented virtual assistant to handle the day-to-day bookkeeping and operations administration for the property. You will be the engine behind tenant billing, vendor payments, recordkeeping and the shared inbox. This is repeatable, process-driven work where accuracy and reliability matter more than speed. You will NOT be expected to perform the high-level accounting (CAM/RET reconciliations, year-end close) — those are owned by our accountant. You WILL be the person who keeps the books clean, the invoices going out, the inbox under control, and the documents organized, all under the owner's approval on anything involving money. Key responsibilities: Accounts receivable & tenant billing Generate and send monthly rent invoices to all tenants (base rent plus CAM/RET escrow lines) on schedule. Record incoming rent payments (check and ACH) and post them against tenant balances; track any unapplied amounts. Maintain accurate tenant ledgers and send statements of account on a regular cycle and on request. Send past-due reminders and outstanding-balance notices, and follow up on delinquencies (escalating to the owner). Apply CAM/RET reconciliation credits or true-ups to invoices once the accountant finalizes them. Accounts payable & vendor administration: Receive and log vendor invoices; route them to the owner for approval and flag anything unusual. Queue approved invoices for payment in bill.com (check or ACH) — the owner releases all payments. Collect vendor W-9s and banking details and onboard vendors to ACH. File bids, estimates and vendor records in the correct shared-drive folders. Bookkeeping support: Categorize and post bank (Chase) and credit-card (Citi) transactions to the correct accounts. Keep the rent roll and supporting schedules updated with current tenants, rents and escrow amounts (as directed by the accountant). Prepare clean monthly records and hand off to the accountant for reconciliation and close. Gather and send requested documents (loan statements, rent roll, records) to the CPA at tax time. Operations & office administration: Monitor and triage the shared property inbox daily; file, forward, respond to routine items, and flag spam/scams. Track recurring service contracts (snow/landscaping, fire inspection, planters, sewer service) and their renewal dates; schedule recurring visits. Manage insurance renewals and certificate-of-insurance requests with the broker. Handle registered-agent and basic entity-compliance admin (e.g., InCorp notices). Maintain the property's document folders with a clean, consistent structure; manage mail/PO-box routing. Coordinate and track maintenance/repair tickets with vendors and tenants (dispatch and follow-up; on-site work handled locally). What we're looking for: 2+ years of bookkeeping or property-administration experience (commercial real estate a strong plus). Comfortable with Google Sheets/Excel, Gmail, and online banking portals; QuickBooks experience preferred. Strong written English and professional, tactful communication with tenants and vendors. Meticulous attention to detail and a habit of double-checking numbers. Discreet and trustworthy with financial information; understands and respects approval gates. Self-directed, responsive, and able to follow written SOPs and keep them updated. How we work: Every payment requires the owner's approval before release — you prepare and queue, the owner authorizes. You will be given written SOPs for each recurring task and are expected to follow and help refine them. We value someone who raises a hand early when something looks off rather than guessing.