Finance Assistant/Bookholder

The Finance Assistant will be responsible for the reconciliation and management of internal accounts, assist the Assistant Finance Manager with daily accounting tasks such as updating internal system information with new data, communicating important and necessary information to the team, manage and execute daily transactions. The incumbent will also assist in the annual filings, file monthly reconciliations, and maintain electronic files and folders.

Reporting Line:
Day-to-day: Bookholders ? Assistant Finance Manager
Cash Flow, Compliance, Coordination: Bookholders ? Finance Manager
Key Responsibilities:
1. Property Financial Oversight (Reports to Asst FM)
Manage all financial operations for assigned properties on behalf of the landlord.
Maintain accurate ledgers for rent, fees, expenses, and reserves per property.
Reconcile accounts regularly and ensure completeness and accuracy.

2. Tenant Accounts & Rent Management (Reports to Asst FM)
Monitor tenant accounts and process rent collections.
Apply payments accurately and handle late payments or delinquencies.
Serve as the first point of contact for tenant financial inquiries.

3. Vendor & Expense Management (Reports to Asst FM)
Review and approve property-related invoices for Asst FM review.
Track recurring and one-time property expenses.
Ensure timely payment of vendors and compliance with budgets.

4. Reporting (Reports to Asst FM, with FM oversight)
Prepare property-specific financial statements (Income, Expenses, Cash Flow, Budget vs. Actual).
Submit reports to Asst FM for consolidation and landlord presentation.
Escalate unusual financial activity to Asst FM, who may involve the FM.

5. Cash Flow Management (Reports to Asst FM, with FM oversight)
Monitor rental cash flow to ensure operating expenses and obligations are covered.
Flag any cash shortages or funding concerns to the FM.
Coordinate landlord distributions with FM approval.


6. Compliance & Documentation (Reports to FM)
Ensure all financial activities comply with company policy, lease agreements, and regulatory requirements.
Maintain organized records for audits, inspections, and landlord review.
Report compliance concerns directly to FM.

7. Coordination & Escalation (Reports to FM)
Collaborate with property managers, maintenance, and other departments for smooth operations.
Escalate complex or cross-departmental financial issues directly to FM.
Support FM in ensuring timely financial decision-making across teams.
Qualifications:
1-2 years of General Accounting experience
Experience with Microsoft Excel, including the ability to understand and manipulate basic spreadsheets
Proficient Accounting and computer skills with the ability to quickly learn new programs
Effective communication skills, with the ability to clearly and concisely express ideas both verbally and in writing
Ability to display absolute discretion and confidentiality regarding sensitive information
Ability to take initiative to identify, prioritize and implement all elements required for the team to fulfill responsibilities
Ability to work well under pressure and effectively handle multiple, concurrent demands and appropriately prioritize responsibilities
Real Estate experience a plus
Quickbooks experience a plus

































Key Interview Questions – Finance Assistant / Bookholder
???? Experience & Background
Can you describe the most complex reconciliation you’ve handled? What errors did you find, and how did you resolve them?


Have you ever managed accounts for multiple properties or clients at the same time? How did you stay organized?


What financial systems and tools have you used (QuickBooks, Excel, property management software)? Which one challenged you the most and why?



???? Property Financial Oversight
If you discover that a property’s ledger shows a surplus but the landlord insists there is a deficit, how would you verify the accuracy and explain your findings?


How would you handle a situation where rental income has been misallocated between two properties?


Tell me about a time when you found inconsistencies in property-related financial data. What steps did you take?



???? Tenant Accounts & Rent Management
A tenant claims they already paid rent, but there’s no record in the system. How do you investigate and resolve this?


How do you track and follow up on delinquent accounts without damaging the tenant relationship?


What process do you follow to ensure tenant payment entries are accurate and timely?



???? Vendor & Expense Management
If two invoices come in for the same service but with different amounts, how would you determine which one to process?


What steps do you take to ensure recurring expenses don’t exceed the approved budget?


Have you ever caught an error or overcharge from a vendor? How did you handle it?



???? Reporting & Cash Flow Management
How do you make sure your monthly reports are both accurate and ready on time, especially when you are managing multiple deadlines?


If you identify a cash flow shortfall for a property, what immediate actions would you take before escalating it to the Finance Manager?


What steps do you take to ensure accuracy in budget vs. actual reporting?



???? Compliance & Documentation
How do you make sure financial activities comply with lease agreements and company policies?


If an auditor asks for supporting documentation and you discover missing records, what would be your approach?


Tell me about a time you had to handle sensitive or confidential financial information. How did you protect it?



???? Coordination & Escalation
A property manager pushes you to approve an expense that doesn’t follow policy. What would you do?


How do you balance communication between landlords, tenants, and internal teams when dealing with financial disputes?


Tell me about a time you escalated a financial issue to leadership. What was the outcome?



???? Tools & Technical Skills
Walk me through how you would set up a spreadsheet in Excel to track rent payments for 50+ tenants.


How do you avoid errors when multiple tea ---------- mbers are updating the same QuickBooks or Excel file?


Have you ever suggested or implemented a change to improve financial workflows? What was the impact?



???? Problem-Solving & Judgment
Imagine you discover that monthly reconciliations were skipped for two months. How would you catch up and ensure no errors were missed?


You’re under pressure to close books, but you notice a suspicious transaction. Do you escalate immediately or finish closing first? Why?


What’s the biggest financial mistake you’ve ever made, and how did you correct it?



???? Commitment & Fit
This role requires handling multiple properties/accounts at once. How do you manage time and prioritize when everything feels urgent?


How do you stay calm and accurate when deadlines overlap and you’re under pressure?


What motivates you more: accuracy, deadlines, or recognition? Why?



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