Payroll/Accounting Specialist

1.  Payroll Processing, Bonus Calculations, and Administration 

Process payroll through the designated payroll system in accordance with the established pay schedule and approval procedures.

Review employee timesheets, hours worked, overtime, paid time off, and approved payroll adjustments.

Enter payroll information and verify payroll reports and supporting documentation for accuracy before processing.

Process approved employee record changes, payroll reconciliations, and related accounting entries.

Process approved bonus payments and other authorized compensation adjustments.

Prepare monthly, quarterly, or other periodic bonus calculations in accordance with established compensation plans and company policies.

Compile and verify the financial, operational, or performance data used to determine bonus eligibility and amounts.

Apply approved bonus formulas, rates, thresholds, and other applicable criteria, and review calculations for accuracy and completeness.

Prepare bonus calculation schedules and supporting documentation for management review and approval, and document approved adjustments.

Coordinate with management and the appropriate departments to confirm bonus inputs and resolve questions.

Maintain confidential records of bonus calculations, approvals, and supporting information.

Respond to routine payroll inquiries and escalate complex issues to the appropriate manager.

Maintain the confidentiality of employee compensation, banking information, tax records, and other sensitive payroll data.

Provide payroll coverage and support as needed, including backup coverage for other payroll team members.

1.  Accounting and Bookkeeping

Record and maintain accurate financial transactions in the accounting system.

Assist with general ledger entries, expense coding, invoice processing, and account reconciliations.

Reconcile bank accounts, credit cards, and designated general ledger accounts.

Assist with monthly and year-end closing procedures.

Maintain organized financial records and supporting documentation.

Review transactions for accuracy, appropriate account coding, and proper approvals.

Identify and resolve discrepancies and communicate outstanding issues to the Accounting Manager or Controller.

Assist with financial reports, account schedules, and supporting documentation.

2.  Monthly Property Calculations and Reporting 

Prepare and maintain monthly property-related calculations in accordance with established company procedures and agreements.

Calculate and verify property-level income, expenses, management fees, allocations, and other applicable charges.

Review monthly financial activity to ensure calculations are accurate, complete, and properly supported.

Reconcile property-related calculations to accounting records and identify discrepancies for resolution.

Prepare monthly calculation schedules and supporting spreadsheets for management review.

Coordinate with property managers and the accounting team to obtain required information and resolve questions.

Track monthly deadlines and ensure calculations are completed accurately and on time.

Maintain consistent documentation of calculation methods, assumptions, adjustments, and final results.

Accounts Payable and Vendor Management 

Receive, review, code, and process vendor invoices for payment.

Verify invoice accuracy, supporting documentation, approval status, and proper property or entity allocation.

Assist with payment processing, vendor statement reconciliations, and follow-up on outstanding invoices.

Maintain accurate vendor records and supporting documentation.

Communicate with property managers and vendors regarding invoice discrepancies, payment questions, and missing information.

Ensure expenses are recorded in the appropriate accounting period and assigned to the correct property or company entity.

2.  Property Management Accounting Support 

Track and record property-related income and operating expenses.

Code invoices and expenses to the appropriate property, general ledger account, and expense category.

Assist with reconciling utility bills, maintenance expenses, insurance costs, and other property operating expenses.

Support the recording and reconciliation of management fees, owner distributions, and intercompany transactions, as applicable.

Assist with property-level financial reporting and supporting schedules.

Coordinate with property managers to obtain missing invoices, resolve coding questions, and address accounting discrepancies.

Maintain accurate financial documentation for each property and the management company.

3.  Administrative and General Support 

Maintain organized digital and physical accounting files.

Assist with audit requests, year-end reporting, and preparation of financial documentation.

Communicate professionally with vendors, employees, property managers, and internal departments.

Support improvements to accounting procedures, calculation templates, and internal controls.

Perform other accounting-related duties and special projects as assigned.