Office Manager Full Charge Bookkeeper

Office Manager and Full Charge Bookkeeper Daily: Check all company bank balances in both banking institutions-correct/investigate any discrepancies Make sure funding is available for all upcoming payments being made Handle all Accounts Payables and Accounts Receivables as they come in-invoices, bills, collections, calls, etc. Print off all invoices as they come in. If company who should be booked for invoice is unknown, leave on conference table for review (as with Credit Card statements also) All financial reports as needed-including Outstanding Vendor Balances Review & report any payments that need to be made in a timely manner Prepare, copy and assemble all deposits Verify correct deposits online soon after they are made Filing-keeping files in proper, ccessible order Stay in contact with on anything that may come in daily mail/email that needs immediate attention Answer phones, take/relay messages, transfer to people needed Remind of due dates, appointments, calls as needed Reception & Secretarial work and all that entails Receive calls from tenants-commercial & residential-assess and deal with their issues or pass messages on to maintenance Weekly: Monday/Tuesday-assemble Payrol Ascertain what funds are needed to cover Payroll, 401k Contributions & Fees and communicate totals back By Thursday, input 401k deferrals, Safe Harbor match and any loan payments into PCS system Also, by Thursday, confirm Payroll has been submitted Monitor Payables as the week goes by At the end of week, follow up on any outstanding invoices, calls, emails, etc. Dealing with any Payroll issues directly with ADP now Monthly: Enter rents as they come in on each Rent Tracker Spreadsheet, as well as payments in Quickbooks. Enter next month's rent invoice Make sure all Loan payments are made on time Make sure any/all increases for commercial or residential tenants are met Enter all Credit Card charges off statements in corresponding companies and pre-date payments online so funding will be in by the time payments go through Reconcile ALL companies bank accounts with statements Quarterly: Real Estate Taxes-Due in the beginning of February, May, August & November. When the "Actual" bill comes in June, do adjustments to the tenants if needed Water Bills-Due in the beginning of March, June, September & December Use the Updated calculation Spreadsheet created that now charges the tenants for Water & Sewer (except for Low Income Residents-only pay Sewer amounts) Town of Cohasset issues Quarterly invoices for the Sewer Betterment Finance (usually emailed) Review Prior Year Comparison P&L to spot any anomalies, large changes, etc. Annually: Insurance Audits as their Anniversary dates approach-Liability, Workers' Compensation, etc. Beginning of year-run 1099 Vendor Reports, issue 1099's as needed Confirm all W-2's went out from ADP Financial Reports, & QB backup sent to CPA as needed Insurance, CAM, etc. adjustments as needed for commercial tenants Financial Statement work with CPA for CRT in a timely manner Comply with bank requests for any/all reports for current loans

Created: 2026-03-06