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Accounts & Administrative Coordinator (Property Management)

Job Title Accounts & Administrative Coordinator – Property Management Industry

Location Remote

Time Zone US Time Zones (EST–PST)

Role Overview We are seeking a detail-obsessed Accounts & Administrative Coordinator to maintain clean financial records while providing high-quality administrative support to leadership and operations within a property management business. This is a full-time, dual-function role requiring strong experience in AP, credit card reconciliation, and schedule-based task execution — alongside direct EA support to the business owner. The ideal candidate is a highly organized systems operator who can shift seamlessly between accounting and administrative responsibilities without dropping the ball on either.

Key Responsibilities

Accounts Payable & Posting

• Enter AP into the expense approval system with accurate coding by property and category
• Post all transactions into ResMan
• Ensure zero tolerance for miscoded or unposted transactions

Credit Card Reconciliation

• Pull all credit card transactions and match to receipts
• Investigate and resolve any gaps before posting
• Post fully reconciled transactions into ResMan

Schedule-Based Task Management

• Execute the utility bill-back process in ResMan on schedule
• Prepare delinquency sheets formatted for Smartsheet export
• Reconcile deposits and process payment corrections
• Maintain marketing cadence including Craigslist posts, Facebook group posts, and Locator emails

Administrative & Coordinator Support

• Provide direct support to the Owner across scheduling, follow-ups, and task execution
• Support the Property Manager and broader operations with day-to-day administrative needs
• Maintain organization across Drive, Smartsheet, and email

Required Qualifications

• Bookkeeping or accounting experience, with direct experience in property management or real estate (non-negotiable)
• Hands-on experience with ResMan or similar property management accounting platforms
• Proven ability to manage AP, credit card reconciliation, and recurring operational tasks with high accuracy
• Strong written and spoken English with a professional, proactive communication style
• Demonstrated ability to provide coordinator-level administrative support to senior leadership
• Must have prior remote work experience, be fluent with remote collaboration tools and platforms (such as Slack, Zoom, Google Workspace, Smartsheet, or similar), and have ideally worked with US or UK-based companies. Applications without this experience will not be considered.

Preferred Qualifications

• Experience supporting property owners or operations managers in a combined finance/admin capacity
• Familiarity with Smartsheet for reporting and task tracking
• Experience managing marketing or tenant-facing communications as part of an operations role

Tools & Technology

• ResMan
• Smartsheet
• Google Workspace (Drive, Gmail, Sheets)
• Slack, Zoom, and other remote collaboration tools
• Excel / Google Sheets

Please NOTE It is crucial that you complete the application form in full. As part of the application process, you will be required to record a video. If your application is successful, you will receive an email confirming next steps — the video is the first step of the interview process. If you do not record a video, we will not be able to consider you for ANY open roles.

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