Administrative & Accounts Officer

In addition to making payments to outside parties and keeping up-to-date records of invoices, moreover all plot owners, residents, and homeowners of the co-properties will contact the admin and accounts officer, who will handle their inquiries and provide administrative help.

Responsibilities:

• Monitor and maintain the Syndic budgets of the different Associations
• Coordinate Syndic and Association Foncière AGMs and committee meetings
• Seek quotations from external service providers and contractors
• Coordinate and communicate with clients regarding Syndic issues, Syndic plans approval, Syndic Operations and Maintenance Issues
• Response to Clients’ and Homeowners’ queries and requests
• Managing obligations to suppliers, customers and third-party vendors
• Processing bank deposits
• Reconciling financial statements
• Prepare, send and store invoices, statements of accounts and utility billings
• Cross-checking invoices with payments and expenses to ensure accuracy
• Communicating with clients and send reminders to ensure timely payments
• (Chasing of debtors and ensure Syndic Fees are paid effectively for each Association)
• Update Clients’ databases
• Report on the status of accounts payable and receivable
• Update internal accounting databases and spreadsheets
• Processing refunds
• Any other cognate duties 

Documentation and Reporting:

• Maintain accurate records of site activities (Report to be submitted by Site Officer), including daily logs, inspection reports, and incident reports. 
• Ensure that all documentation, including permits, approvals, and plans submissions, is up to date and readily accessible. 
• Compile comprehensive reports, minutes of meetings, AGMs notices and communications detailing progress, issues, and resolutions.

Problem Solving:

• Collaborate with Head Office Account and Project Team to develop and implement solutions to site or clients’ issues. 

Resource Management:

• Coordinate with suppliers and vendors to ensure the timely delivery of materials and equipment. 

Education and Qualifications:

• Diploma in Administration or Accounting

Relevant Experience:

Minimum 1-2 years’ experience as an Admin and Accounts Officer or similar role within the Syndic or Property or Facilities Management.

Skills and Competencies:

• Strong organization skill
• Self-driven
• Reliable, trustworthy, and supportive team member
• Inter-personal skills
• Good knowledge of bookkeeping procedures and debt collection regulations
• Hands-on experience with accounting software
• Advanced knowledge of Excel (using financial formulas and creating spreadsheets)
• Solid data entry skills with an ability to identify numerical errors
• Proficient with basic knowledge of CAD and Accounting
• Proficient with Microsoft Office Suite or related software
• Excellent leadership and organizational skills
• Excellent verbal and written communications
• Excellent time management skills
• Ability to function well in high paced and at times stressful environment
• Commitment to working as part of a small and busy team
• Adaptability to a dynamic environment
• Attention to detail and ability to multitask
• Customer oriented