Property Operations Analyst
ARCH Resources Group, Miami, FL, United States
Our client, JCT Management Inc., is looking for a Property Operations Analyst to provide day-to-day accounting, administrative, and property management support for a portfolio of commercial properties across South Florida. Reporting to the Property Manager with a matrix reporting relationship to the Senior Accountant, this position serves as a primary point of contact for tenants and vendors, handling invoicing, billing, collections, compliance tracking, and operational coordination. The role requires a detail-oriented professional who can balance financial accuracy with responsive communication with tenants and vendors. The ideal candidate brings a working knowledge of commercial property accounting and is comfortable managing multiple priorities in a small-team, fast-paced environment. This position is based out of our Kendall location.
ESSENTIAL FUNCTIONS Accounting and Financial Support
Enter invoices into the accounting system (AMSI), code expenses by property and general ledger account, and coordinate bi-monthly check runs to ensure timely vendor payments. (15%)
Record and reconcile tenant payments in Accounts Receivable, resolve unapplied or misapplied payments, and maintain accurate records across AMSI and supporting systems. (10%)
Prepare and post cash-related journal entries, monitor daily bank activity, and assist the Senior Accountant with bank and credit card reconciliations during month-end close. (10%)
Tenant Billing and Collections
Calculate and charge tenants for utilities (water, sewer, electricity) and Common Area Maintenance (CAM) charges in accordance with lease terms. (10%)
Apply late fees to past-due accounts, contact tenants regarding delinquent balances, and assist with payment plan arrangements to support timely collections. (10%)
Generate and send compliance notices to tenants who do not provide required Certificates of Insurance (COI), and apply associated charges as necessary. (5%)
Vendor Management and Compliance
Collect and maintain W-9 forms, set up new vendors in AMSI, and track expiration dates for vendor COIs and Workers' Compensation documentation, requesting updated documents as needed. (10%)
Property Operations Support
Serve as the first point of contact for tenant and vendor inquiries, providing responsive service and escalating issues to the Property Manager or Senior Accountant as appropriate. (10%)
Generate and assign service requests, coordinate repairs with vendors and maintenance personnel, and follow up to confirm completion. (5%)
Conduct move-in and move-out inspections, maintain property access records (keys, access cards, fobs), and track inventory with monthly reports to the Property Manager. (5%)
Coordinate utility connections and disconnections (FPL), review lease modifications for accuracy, manage incoming mail, and answer incoming phone calls. (5%)
Perform other duties as assigned. (5%)
NON-ESSENTIAL FUNCTIONS
Assist the Senior Accountant with annual budget preparation and CAM reconciliation documentation.
Support audit preparation and external reporting requests as directed.
Participate in property tours and prospect showings when the Property Manager is unavailable.
KNOWLEDGE, SKILLS, AND ABILITIES Knowledge
Knowledge of basic accounting principles, including Accounts Payable, Accounts Receivable, and general ledger concepts.
Knowledge of commercial lease structures, tenant billing, and CAM charges.
Knowledge of vendor compliance requirements, including W-9 documentation and insurance certificates.
Knowledge of property management operations, including service request workflows and maintenance coordination.
Skills
Proficiency in property management and accounting software (AMSI preferred; experience with Yardi or similar systems accepted).
Proficiency in Microsoft Office Suite, with strong skills in Excel, Word, and Outlook.
Skill in data entry with a high degree of accuracy and attention to detail.
Proficiency in Adobe Acrobat and DocuSign for document management and digital signatures.
Abilities
Ability to communicate clearly and professionally with tenants, vendors, and internal team members in both English and Spanish.
Ability to prioritize multiple tasks and meet deadlines in a fast-paced environment with minimal supervision.
Ability to handle sensitive financial information with discretion and accuracy.
Ability to identify discrepancies in billing, payments, and compliance records and take corrective action.
Ability to work both independently and collaboratively within a small team.
EDUCATION AND EXPERIENCE Required (Minimum Qualifications)
Associate's degree in Business Administration, Accounting, Information Technology, or a related field, OR equivalent combination of education and experience.
3 to 5 years of experience in accounting, administrative support, or property management.
Demonstrated experience with Accounts Payable and Accounts Receivable processes.
Bilingual in English and Spanish (required).
Preferred (Additional Qualifications)
Bachelor's degree in Accounting, Business Administration, Information Technology, Finance, or related field.
5 or more years of experience in commercial property accounting or property management.
Experience with AMSI, Yardi, or comparable property management software.
Experience with month-end close processes and bank reconciliations.
Familiarity with the South Florida commercial real estate market.
PHYSICAL DEMANDS AND WORKING CONDITIONS Physical Demands The physical demands described here are representative of those required of an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Constantly remain in a stationary position at a workstation for extended periods.
Constantly operate a computer, keyboard, mouse, and other standard office equipment.
Frequently communicate and exchange information with tenants, vendors, and team members via phone, email, and in person.
Occasionally move about the office and property sites to conduct inspections, coordinate repairs, and attend meetings.
Occasionally, transport materials or equipment weighing up to 15 pounds.
Working Conditions
Primarily an indoor office environment with controlled temperature and lighting.
Standard business hours, Monday through Friday, 8:00 AM to 5:00 PM.
Occasional visits to commercial properties for inspections, move-in/move-out walk-throughs, and vendor coordination.
Moderate noise level typical of an office setting.
COMPLIANCE AND DISCLAIMER Equal Employment Opportunity JCT Management, Inc. is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by applicable federal, state, or local law.
At-Will Employment This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the employer's needs and the requirements of the position change. Employment at JCT Management, Inc. is at-will unless otherwise specified in a written employment agreement.
Reasonable Accommodation JCT Management, Inc. is committed to providing reasonable accommodations to qualified individuals with disabilities to enable them to perform the essential functions of this position. If you require an accommodation during the application process or in performing your job duties, please contact the hiring manager
Benefit highlights The company offer 100% medical insurance coverage with no cost to the employee.
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ESSENTIAL FUNCTIONS Accounting and Financial Support
Enter invoices into the accounting system (AMSI), code expenses by property and general ledger account, and coordinate bi-monthly check runs to ensure timely vendor payments. (15%)
Record and reconcile tenant payments in Accounts Receivable, resolve unapplied or misapplied payments, and maintain accurate records across AMSI and supporting systems. (10%)
Prepare and post cash-related journal entries, monitor daily bank activity, and assist the Senior Accountant with bank and credit card reconciliations during month-end close. (10%)
Tenant Billing and Collections
Calculate and charge tenants for utilities (water, sewer, electricity) and Common Area Maintenance (CAM) charges in accordance with lease terms. (10%)
Apply late fees to past-due accounts, contact tenants regarding delinquent balances, and assist with payment plan arrangements to support timely collections. (10%)
Generate and send compliance notices to tenants who do not provide required Certificates of Insurance (COI), and apply associated charges as necessary. (5%)
Vendor Management and Compliance
Collect and maintain W-9 forms, set up new vendors in AMSI, and track expiration dates for vendor COIs and Workers' Compensation documentation, requesting updated documents as needed. (10%)
Property Operations Support
Serve as the first point of contact for tenant and vendor inquiries, providing responsive service and escalating issues to the Property Manager or Senior Accountant as appropriate. (10%)
Generate and assign service requests, coordinate repairs with vendors and maintenance personnel, and follow up to confirm completion. (5%)
Conduct move-in and move-out inspections, maintain property access records (keys, access cards, fobs), and track inventory with monthly reports to the Property Manager. (5%)
Coordinate utility connections and disconnections (FPL), review lease modifications for accuracy, manage incoming mail, and answer incoming phone calls. (5%)
Perform other duties as assigned. (5%)
NON-ESSENTIAL FUNCTIONS
Assist the Senior Accountant with annual budget preparation and CAM reconciliation documentation.
Support audit preparation and external reporting requests as directed.
Participate in property tours and prospect showings when the Property Manager is unavailable.
KNOWLEDGE, SKILLS, AND ABILITIES Knowledge
Knowledge of basic accounting principles, including Accounts Payable, Accounts Receivable, and general ledger concepts.
Knowledge of commercial lease structures, tenant billing, and CAM charges.
Knowledge of vendor compliance requirements, including W-9 documentation and insurance certificates.
Knowledge of property management operations, including service request workflows and maintenance coordination.
Skills
Proficiency in property management and accounting software (AMSI preferred; experience with Yardi or similar systems accepted).
Proficiency in Microsoft Office Suite, with strong skills in Excel, Word, and Outlook.
Skill in data entry with a high degree of accuracy and attention to detail.
Proficiency in Adobe Acrobat and DocuSign for document management and digital signatures.
Abilities
Ability to communicate clearly and professionally with tenants, vendors, and internal team members in both English and Spanish.
Ability to prioritize multiple tasks and meet deadlines in a fast-paced environment with minimal supervision.
Ability to handle sensitive financial information with discretion and accuracy.
Ability to identify discrepancies in billing, payments, and compliance records and take corrective action.
Ability to work both independently and collaboratively within a small team.
EDUCATION AND EXPERIENCE Required (Minimum Qualifications)
Associate's degree in Business Administration, Accounting, Information Technology, or a related field, OR equivalent combination of education and experience.
3 to 5 years of experience in accounting, administrative support, or property management.
Demonstrated experience with Accounts Payable and Accounts Receivable processes.
Bilingual in English and Spanish (required).
Preferred (Additional Qualifications)
Bachelor's degree in Accounting, Business Administration, Information Technology, Finance, or related field.
5 or more years of experience in commercial property accounting or property management.
Experience with AMSI, Yardi, or comparable property management software.
Experience with month-end close processes and bank reconciliations.
Familiarity with the South Florida commercial real estate market.
PHYSICAL DEMANDS AND WORKING CONDITIONS Physical Demands The physical demands described here are representative of those required of an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Constantly remain in a stationary position at a workstation for extended periods.
Constantly operate a computer, keyboard, mouse, and other standard office equipment.
Frequently communicate and exchange information with tenants, vendors, and team members via phone, email, and in person.
Occasionally move about the office and property sites to conduct inspections, coordinate repairs, and attend meetings.
Occasionally, transport materials or equipment weighing up to 15 pounds.
Working Conditions
Primarily an indoor office environment with controlled temperature and lighting.
Standard business hours, Monday through Friday, 8:00 AM to 5:00 PM.
Occasional visits to commercial properties for inspections, move-in/move-out walk-throughs, and vendor coordination.
Moderate noise level typical of an office setting.
COMPLIANCE AND DISCLAIMER Equal Employment Opportunity JCT Management, Inc. is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by applicable federal, state, or local law.
At-Will Employment This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the employer's needs and the requirements of the position change. Employment at JCT Management, Inc. is at-will unless otherwise specified in a written employment agreement.
Reasonable Accommodation JCT Management, Inc. is committed to providing reasonable accommodations to qualified individuals with disabilities to enable them to perform the essential functions of this position. If you require an accommodation during the application process or in performing your job duties, please contact the hiring manager
Benefit highlights The company offer 100% medical insurance coverage with no cost to the employee.
#J-18808-Ljbffr