Experienced Property Management Accounting Assistant (Buildium + QuickBooks) - Remote

Part-Time (20 Hours/Week) | Dedicated Hours | Long-Term

About the Role

We are a U.S.-based property management company seeking an experienced Property Management Accounting Assistant to support our accounting and finance operations. This is a part-time role (20 hours per week) with dedicated, fixed hours and long-term potential.

You will focus on accounting preparation, documentation, verification, and fee tracking for our property management business using Buildium, with limited support for QuickBooks on the brokerage side.
All reconciliations, trust accounting, and compliance are reviewed by a third-party property management bookkeeping firm.

This role is ideal for someone with prior U.S. property management accounting experience who is detail-oriented, organized, and comfortable following established processes.

Schedule & Availability (Required)

- Hours: 20 hours per week
- Schedule: Monday–Friday
- Dedicated hours: 9:00 AM – 1:00 PM EST
- Ability to attend google meet video calls during designated hours
- During these hours, you must be dedicated exclusively to our company.
- Long-term role (not project-based)

Compensation

- $6.50 – $9.00 USD per hour, depending on experience.
- $430 - $700 USD/month (part-time).
- Paid bi-weekly.
- Opportunity for increased responsibility and pay as the company grows

Key Responsibilities I Property Management Accounting (Buildium)

Vendor Invoices & Payments
- Receive outside vendor invoices
- Convert invoices into company-branded invoices when required
- Enter charges to the correct property and vendor in Buildium
- Attach:
- Company-branded invoice to the property
- Vendor invoice to the vendor payment
- Save all invoices in the company Google Drive using established naming conventions
- Queue vendor checks for owner approval and printing (no signing authority)

In-House Maintenance Invoices
- Review in-house maintenance invoices
- Verify hours and mileage against daily work logs
- Confirm all maintenance credit card charges are included on invoices
- Enter charges to the correct properties in Buildium
- Attach invoices in Buildium and save to Google Drive

Maintenance Payroll Preparation
- Review daily technician work logs and mileage reports
- Maintain a Google Sheet summarizing hours and mileage for bi-weekly payroll
- Flag discrepancies for review

Credit Card Expense Management
- Review operating credit card transactions daily
- Verify receipts have been received
- Save receipts to Google Drive
- Record charges in Buildium to the correct property
- Record vendor payments via operating credit card

Fee Verification & Revenue Hygiene (Property Management)
- Verify leasing fees are charged when new tenants move into properties
- Verify renewal fees are charged when leases are renewed
- Cross-check lease activity against Buildium charges
- Flag missing or incorrect fees for review and correction
- Follow established fee schedules (no independent fee decisions)

Vendor Compliance Documentation (All Entities)

Collect and save W-9 / 1099 information from vendors
- Collect and save vendor insurance certificates
- Maintain organized vendor compliance folders in Google Drive
- Flag missing or expired documentation

Brokerage Accounting Support (QuickBooks – Limited Scope)
- Collect and save receipts for brokerage credit card expenses
- Attach receipts to transactions in QuickBooks
- Apply basic expense categories per provided chart of accounts
- Flag missing or unclear transactions
(No reconciliations, journal entries, owner draws, or financial decisions.)

Monthly Activity Snapshot (Basic Reporting)
- Provide a simple monthly summary including:
- Number of newly rented properties
- Leasing fees collected
- Number of lease renewals
- Renewal fees collected
(This is an activity summary only, not full financial reporting.)

What You Will NOT Be Responsible For
- Trust account reconciliations
- Bank or credit card reconciliations
- Owner disbursements or payroll payments
- Tax filings or financial reporting
- Financial decision-making
(All finalized by third party.)

Required Experience & Skills

Must-Have
- Prior experience with U.S. property management accounting
- Hands-on experience using Buildium
- Understanding of:
- Vendor invoices
- Property-level accounting
- Leasing and renewal fee workflows
- Strong attention to detail and organization
- Comfortable with Google Drive and Google Sheets
- Reliable internet and ability to meet fixed U.S. hours
- QuickBooks experience

Nice to Have
- Experience supporting U.S. real estate brokerages
- Familiarity with 1099 and vendor insurance tracking

Personality & Work Style
- Detail-oriented and process-driven
- Comfortable following SOPs
- Proactive in flagging discrepancies
- Clear written communication
- Reliable and consistent with attendance and deadlines
- Ability to attend google meet video calls during designated hours

MANDATORY SCREENING QUESTIONS

Applicants must answer ALL questions below to be considered. Incomplete applications will not be reviewed.

1. Property Management Accounting Experience

Please describe your experience with U.S.-based property management accounting, including:
- Number of years of experience
- Types of properties managed
- Your specific responsibilities

2. Buildium Experience (Required)

Please answer all of the following:
- How long have you used Buildium?
- What tasks have you personally performed in Buildium?
- Have you handled leasing fees or renewal fees in Buildium? If yes, explain.

3. Invoice Workflow Knowledge

A vendor emails an invoice for plumbing work at 123 Main St.
- Please explain step-by-step how you would:
- Enter the charge in Buildium
- Attach the invoice correctly
- Prepare the payment for approval
- Save documentation to Google Drive

4. Fee Verification Scenario

A new tenant moves into a property on March 1. The lease is executed in Buildium, but no leasing fee appears on the owner ledger.
- How would you identify this issue?
- What records would you review?
- What action would you take?

5. Availability Confirmation (Required)

Please confirm exactly:
- You can work Monday–Friday, 9:00 AM – 1:00 PM EST
- You can dedicate these hours exclusively to our company
- You understand this role is 20 hours per week

Answer with “Confirmed” or explain any limitations.

6. QuickBooks Experience (If Any)

Please describe your experience with QuickBooks, specifically:
- Receipt collection and attachment
- Credit card transaction coding

7. Organization & Documentation

How do you ensure invoices and receipts are:
- Never lost
- Easy to locate months later
- Properly organized
- Please describe any systems or naming conventions you’ve used.

8. Pay Expectation

What is your desired hourly rate within the $5.00 – $8.00 USD/hour range?

9. Long-Term Intent

Are you seeking long-term, stable part-time work? Please briefly explain.

Final Note

This is a long-term role with clear expectations, structured systems, and U.S.-based oversight. We value accuracy, consistency, and professionalism.