Accounts Payable & Receivable / Property Accounting Specialist
Company: Paramount Pharmacy Group (PPG) / Affiliated Real Estate Companies
Location: Piscataway, New Jersey
Position Type: Full-Time, In-Person
About the Position
Paramount Pharmacy Group (PPG) and its affiliated real estate companies are seeking an organized, dependable, and detail-oriented Accounts Payable & Receivable / Property Accounting Specialist to support bookkeeping and financial recordkeeping for multiple companies and commercial and residential properties.
Responsibilities include maintaining accounts payable and receivable records, tracking tenant payments, processing vendor invoices, monitoring recurring property expenses, and organizing financial and property documentation. The ideal candidate takes ownership, follows through on deadlines, identifies discrepancies, and ensures that rent collections, vendor payments, property expenses, lease information, and supporting records are accurately tracked.
Key Responsibilities
Accounts Receivable and Tenant Accounting
- Track rent payments for commercial and residential tenants.
- Maintain tenant ledgers, payment histories, balances, and security-deposit records.
- Record rent, deposits, fees, reimbursements, and other receipts.
- Monitor outstanding balances and follow up on late payments as directed.
- Track tenant reimbursements for utilities, maintenance, taxes, insurance, CAM, and other applicable expenses.
- Assist with rent rolls, aging reports, and other receivables reports.
- Apply payments to the correct tenant, property, company, and accounting category.
- Communicate payment discrepancies and unusual activity to management.
Accounts Payable and Vendor Payments
- Receive, review, organize, and process vendor invoices.
- Verify invoices and assign expenses to the correct property, company, department, and category.
- Prepare and schedule approved payments.
- Track recurring bills and payment dates.
- Maintain invoice, payment, vendor, contract, and service-agreement records.
- Communicate with vendors regarding billing questions, missing documentation, payment status, and discrepancies.
- Identify duplicate invoices, incorrect charges, missing credits, and other errors.
Property Expense Administration
- Track utility bills, property taxes, municipal charges, assessments, insurance premiums, renewals, maintenance contracts, repairs, inspections, and other property expenses.
- Monitor due dates and notify management of significant or unusual expenses.
- Coordinate with vendors, municipalities, insurance providers, utility companies, and service providers.
- Help ensure property-related bills are received, reviewed, approved, and paid on time.
Lease and Tenant Recordkeeping
- Maintain organized property and tenant files.
- Track lease start and expiration dates, renewal options, notice periods, rent increases, and other deadlines.
- Maintain lease amendments, extensions, notices, correspondence, and related financial information.
- Track CAM charges, operating-expense reimbursements, and other tenant charges where applicable.
- Notify management of upcoming expirations, renewals, rent increases, and other important dates.
Bookkeeping and Administrative Support
- Maintain accurate bookkeeping records for multiple companies and properties.
- Record and categorize income and expenses.
- Assist with bank, credit card, and other reconciliations.
- Review transactions for missing information, incorrect classifications, or unusual activity.
- Maintain organized electronic and physical files.
- Assist with month-end, quarter-end, and year-end procedures.
- Prepare basic financial, property-level, AP, and AR reports.
- Provide documentation to accountants, CPAs, auditors, lenders, and other advisors.
- Maintain calendars, spreadsheets, and tracking systems for bills, leases, taxes, insurance, and renewals.
- Monitor open items, follow up through resolution, and maintain confidentiality.
- Perform other related duties as assigned.
Qualifications
- Two or more years of experience in accounts payable, accounts receivable, bookkeeping, property accounting, or a related field preferred.
- Commercial real estate, residential property management, landlord accounting, or multi-property bookkeeping experience strongly preferred.
- Experience managing records for multiple companies, properties, or business entities.
- Working knowledge of invoices, payments, tenant ledgers, receivables, expense categorization, and basic bookkeeping.
- QuickBooks or similar accounting software experience preferred.
- Strong Microsoft Excel skills.
- Property-management or document-management software experience is a plus.
- Excellent organization, accuracy, communication, and time-management skills.
- Ability to manage multiple properties, tenants, vendors, invoices, and deadlines.
- Ability to work independently, identify discrepancies, ask questions, and keep management informed.
- Dependable, professional, trustworthy, and able to handle confidential information.
Ideal Candidate
The ideal candidate is proactive, highly organized, and detail-oriented. This person will track rent collections, outstanding balances, invoices, vendor payments, utilities, taxes, insurance, leases, renewals, rent increases, tenant reimbursements, missing documents, and upcoming deadlines. The successful candidate will review records, resolve open items, and help ensure that important responsibilities do not fall through the cracks.
Work Environment
This is a full-time, in-office position at our corporate office in Piscataway, New Jersey. The role involves regular interaction with management, tenants, vendors, accountants, and other business contacts. We are seeking a reliable, long-term team member who takes pride in accurate records and effective follow-through.
How to Apply
Please submit your resume and a brief summary of relevant experience, including accounts payable, accounts receivable, bookkeeping, property accounting, tenant accounting, QuickBooks, Excel, or property-management software experience.
