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Boston Properties Senior Accounting Coordinator (2019-2426) in New York, New York

Primary Purpose of Position:

· Coordinate accounts payable, accounts receivable & financial accounting services for regional office and its managed office portfolio.

Essential Functions:

Accounting:

· New vendor set-up including Patriot Act search, obtaining the vendor’s W-9, preparation of New Vendor form for review and approval of Department Manager and submittal to Corporate office.

· Create purchase orders and/or recurring payment vouchers for executed service contracts, update service contract lists accordingly, maintain both electronic and hard copy service contract files and notify PM’s of new service contracts.

· Review all incoming invoices, match to approved purchase orders and/or process through Nexus application.

· Review Nexus application for vendor billings, identify, research and resolve any incorrect billings. Act as a resource responding in a timely manner to any internal and/or external inquiries.

· Process/review employee reimbursement requests.

· Oversee US Bank Visa account(s). Ensure proper coding by staff, review approvals and monitor final processing.

· Oversee the quarterly reconciliation of cash payments received for security access cards.

· Process NYC Paid Police employee invoices and NYPD contract amount.

· Provide support with NYPM & Regional Etime processing.

· Identify and confirm vacancies, prepare “Monthly Janitorial Occupancy Schedule” for vendor’s monthly cleaning contract billings by property.

· Track monthly cleaning supply orders, perform periodic inventory audits.

· Monthly input of trash and recycling data into diversion rate schedule; provide general analysis and periodic updates.

· Monthly input of electricity and water consumption and cost data in tracking schedules and EnergyStar database; provide general analysis relative to budget and previous year variances.

· Complete annual “Sewer Consumption Analysis” to minimize the annual sewer charges.

· Deliver quarterly real estate tax payment to municipality and obtain documented receipt.

· Participate on the AR collection team, following up on assigned collections matters, documenting efforts in the collections database.

· Invoice tenants for additional work authorizations (i.e. miscellaneous services, OT HVAC, access cards, etc.) through Angus on a twice per month basis.

· Coordinate annual review of Angus additional work service rates with Regional Property Manager and revise as directed.

· Ensure compliance of Corporate policies and procedures as they relate to both accounts payable and accounts receivable administration.

· Act as a liaison between PM’s and Property Accountants during quarterly close activities and the preparation of assigned accruals.

· Participate in the timely completion of the assigned portions of the annual operating budgets and related documents.

· Prepare OPEX and Real Estate Tax projection report following the approval of the operating budgets.

· Provide support for Union benefits and audits.

· Respond to Internal Audit requests for data materials.

· Provide back-up coverage to members of the administrative team.

Non-Essential Functions:

· Other reasonably related duties as may be assigned by SVP -Property Management, Regional Property Managers or other member of senior regional management.

Requirements and Qualifications:

· Minimum of three years experience in accounts payable/receivable function and Associates degree in accounting preferred.

· 3-5 years previous experience in supervisory or office management related role preferred.

· Ability to work with individuals as well as a commitment to organizational goals.

· Ability to organize and coordinate work efficiently, set priorities, and motivate others.

· Data entry skills.

· Good aptitude in math.

· Ability to produce quality work in a consistent manner.

· Ability to produce the quantity of work necessary to timely complete assigned tasks.

· Ability to interact with co-workers, contractors, tenants or vendors in an articulate, pleasant, courteous and business-like manner at all times.

· Ability to work independently, as well as part of a team.

· Ability to work under pressure.

· Adaptability to changing demands.

· Attention to detail.

· Effective problem solving skills.

· Flexibility to work beyond the regular work schedule.

· Strong communication, organization and multi-task management skills.

· Knowledge of and proficiency with Microsoft Word, Excel, PowerPoint; good computer program aptitiude.

Physical Requirements:

· Involves work of a general office nature usually performed sitting such as operation of a computer.

· Involves work of a general office nature usually performed standing such as operation of a fax and printer.

· Involves movement between departments to facilitate work.

Internal and External Contacts:

· The Senior Accounting Coordinator will interact verbally with Region employees and will interface both verbally and in writing with Corporate Accounting staff and external contractors, vendors, & tenants.

Reporting Structure:

· This position reports directly to the SVP of Property Management, who provides daily supervision and guidance, and coordinates, evaluates, and monitors work performance on a periodic basis.

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