• Maintain tenant accounts and rent billing.
• Process and review account receivables and payables.
• Process / maintain general ledger entries.
• Analyze the general ledger to ensure accuracy and for budgeting / proformas.
• Review account records such as non-recurring tenant billings, cash receipts and credit memos to ensure accurate accounts.
• Prepare monthly and quarterly close for properties.
• Perform bank account reconciliations as part of the monthly financials.
• Crosscheck input information for property and tenant leases.
• Issue monthly Income and Expense Reports for variance analysis.
• Create operating expense tenant billbacks and annual reconciliations for tenant billing.
• Coordinate with property manager to ensure compliance with accounting procedures.
• Evaluate and prepare all annual budgets.
• Prepare and issue tenant statements (monthly / annual)
• Issue updated rental notices to tenants at the beginning of a new budget operating year.
• Assist with the preparation of documents for annual tenant audits.

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• Responsible for processing monthly accounts receivable and accounts payable for multiple entities within the company and performing any necessary journal entries in General Ledger.
• Review the documentation supporting all disbursements and receivables that are processed by the bookkeeper. Provide comprehensive review of weekly cash flows for all responsible entities.
• Prepare monthly workpaper for all the balance sheet accounts and research any discrepancies and resolve the issues.
• Performing monthly close along with the bank reconciliations, reconciling accounts payable and accounts receivable to the General Ledger, reviewing Balance Sheet & P&L accounts for any discrepancies.
• Follow the GAAP accounting and procedures for all accruals, prepaids, amortizations, depreciations for month-end close.
• Work closely with the Property Management Team on reviewing P&L variances against the annual budgets and assisting in analyzing the detailed transaction activities monthly.
• Assist in construction accounting and draw requisition process for upcoming ground-up development and construction.
• Managing general accounting/financial function, preparing general ledger and documenting business transactions.
• Anticipate in preparation of annual budgets for the properties and work closely with Property Management on reviewing cost analysis of annual spending.
• Performing cash flows, expenses analysis, variance analysis and other various ledger accounts to ensure accuracy.
• Performing annual budgeting, profit/loss projection, cost analysis and acquisition analysis.
• Assist the Controller on year-end review of the financial data to prepare workpaper for external auditor/tax accountant for annual audit and tax returns.
• Providing financial advice and recommendation to the Management to efficiently distribute financial resources and bring up any finding of deficiency.
• Other ad-hoc projects assigned by the supervisor.
• Responsible for providing lender compliance and reporting on monthly or quarterly
• Conduct regular self-audit to identify areas for improvement and ensure accuracy of financial records.
• Work closely with other Internal Managers / Supporting special projects from time to time.

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• Greet and assist clients, vendors, and visitors with a warm and friendly demeanor.

• Answer and direct incoming calls promptly and professionally.

• Maintain a clean, organized, and presentable front desk area.

• Administrative Support:

• Manage incoming and outgoing mail, packages, and deliveries.

• Schedule and coordinate appointments and meeting room bookings.

• Maintain office supply inventory and place orders as needed.

• Assist with document preparation, filing, and data entry.

• Communication & Coordination:

• Serve as the central point of communication between internal departments and external

contacts.

• Support event coordination, including internal meetings and client gatherings.

• Maintain confidentiality of sensitive information at all times.

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• Assist the CFO and CIO to facilitate project loan refinances/restructures, property transfers/sales, tax credit exit transactions and security interest changes.
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• Assist the Controller to provide comprehensive financial reports and updates. Manage the preparation of annual budgets and periodic reporting on income and cash flows, including variance analysis for each operating property.
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• Assist the Controller in preparation of analyses of cash available/required and prepare calculations necessary for periodic distributions from both operating property entities and holding/investment companies. Review the documentation supporting all disbursements.
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• Assist the Controller in the oversight and management of year-end tax reporting and compliance, including year-end workpaper preparation, review of all tax returns and K-1 forms for operating and ownership entities, in coordination with an outside CPA firm.
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• Cash Management for multiple companies among several bank accounts.
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• Conduct regular audits to identify areas for improvement and ensure accuracy of financial records.
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• Collaborate with external auditors to facilitate annual audits.
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• Function as a key advisor/resource for the Controller, CFO and CIO. Provide CFO and CIO with information and analyses to support operational and strategic decision making and business development.

Must proficiently serve in the following capacities throughout each development project:
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• Will be the project lead in directing consulting teams in the early stages of design and be involved in the selection of structural and MEP systems and assemblies for each Project(s). The Project Manager must properly coordinate these consultant trades throughout the Construction Document phase.
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• Work and resolve any issues to secure permits and other governmental approvals, including reviewing project design for submission to local authorities, meeting with the project architect, engineers, zoning counsel, expediters, and local authorities to ensure compliance with zoning and building code, identifying the need for variances, attending public hearings and meetings with local citizen groups.
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• Oversee design development, pre-construction, and value engineering process with developer, architect, and contractors to ensure functional designs that meet market demand and which can be constructed within budget and schedule. Serve as the construction administrator during the construction phase, as required. Specific responsibilities during this phase include:
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• Oversee the review and approval of shop drawings & submittals.
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• Oversee project architect’s response to contractors’ Request For Information (RFI’s).
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• Review of contractors’, architects’, and consultants’ progress payment applications, funding requests for certification for payment, and construction draws.
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• Attendance at on-site construction project meetings will be required and the Project Manager will keep accurate meeting minutes. The Project Manager will advise the general contractor and Ownership of any critical path and long lead items that will affect the project goals.
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• Strong city agency experience (DOB, BSA, FAA, etc) in order to prepare applications, draft responses to agency objections, and define alternate approaches to achieve project approvals.
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• Review proposed construction bidders and bid packages, review construction contracts with advice from legal counsel, and ensure appropriate bonding and insurance coverage, in conjunction with Ownership’s construction and insurance consultants.
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• Work with the asset management team in monitoring the build-out of tenant improvements and timely tenant move-ins.
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• Attend progress meetings and monitor design and construction progress to ensure compliance with project budget, schedule, and quality standards of the insurance carriers.

• Review and approve proposed change orders in consultation with the Ownership, project architect, and construction team.
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• Provide project-level status reports to Ownership, JV partners, and lenders, as needed on a timely and accurate basis.

• Manage the transition of the project from development & construction management over to property/asset management as the project nears substantial completion.

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· Must proficiently serve in the following capacities throughout each development project:

· Maintain and update financial records, including accounts payable and receivable, general ledger, and bank reconciliations.

· Process and record all financial transactions, such as rent payments, vendor invoices, and expenses.

· Assist with preparing and distributing monthly financial statements, including income statements, balance sheets, and cash flow statements.

· Manage and monitor accounts payable and receivable to ensure timely payment collection and accurate vendor payments.

· Assist with budget preparation and monitor financial performance against budgetary goals.

· Collaborate with property managers and other team members to gather and verify financial data for accurate reporting.

· Maintain accurate and organized financial filing systems, both physical and electronic.

· Ensure compliance with financial regulations and company policies.

· Assist with year-end audits and tax preparations, providing necessary documentation and support.

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Retail Leasing

• Work closely with the management team to ensure that retail spaces are meeting targeted occupancy and revenue goals.
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• Guide tenants through qualification process, submitting Letter of Intents, negotiating terms and conditions, and document execution.
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• Answer calls from incoming leasing inquiries and broker.
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• Provide property information, show/tour lease space, and quote lease rates.
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• Gather necessary documents from prospective tenants.
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• Negotiate leases and Letter of Intent with prospective tenants and existing tenants.
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• Review leases and generate lease abstracts for all company owned assets.
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• Work with the accounting team to ensure the accuracy of the monthly rent invoice billing.
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• Coordinate with architects, engineers and retail tenants during retail design and buildout process as per lease requirements.
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• Effectively communicate with the property management, leasing and construction teams.
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• Conduct walkthrough and / or punch list prior retail space delivery.
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• Attend and coordinate building staff meetings, tenant construction meetings, etc. and take minutes.

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Administrative

• Provide general administrative support and coordination for the Leasing, Property Management, and Sales & Marketing teams.
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• Coordinate and prepare reports and presentations for the owner / partnership / investor / lender updates.
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• Coordinate with leasing team to update merchandising plan.
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• Work with in-house marketing team to update marketing materials such as flyers, brochures, and other advertisements as necessary. Also develop stacking plans for all properties.
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• Plan, coordinate and execute marketing and promotional events, etc.
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• Assist and track contracts/proposals, commission pay applications, and vendor / consultant invoices.

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• Assist the development of comprehensive marketing campaigns across all company owned projects and retail leasing marketing.
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• Create and deliver sales & marketing collateral including brochures, floor plans, advertisements, signage, stationary, website, etc. with outside branding consultants.
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• Assist in meeting company’s PR goals including company’s presence in business-related press and social media channels.
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• Work cross functionally with external public relations agency, external marketing agency, retail tenants’ marketing department or agency, in house sales and marketing team and development team as the project coordinator.
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• Maintain company and real estate project websites, including content creation, news selection, and page refreshes.
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• Work with external PR agency in content creation for all marketing collateral. Proofread and ensure accuracy of all marketing collaterals.
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• Must be familiar with social media (Facebook, Instagram, Wechat, etc.) and be able to create content, post and update items on an as needed basis. Website and eblast updates also apply.
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• Develop seasonal marketing initiatives including events and strategies for the retail mall and various company real estate projects.
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• Work with marketing manager to coordinate event planning when necessary
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• Prepare and maintain records of communication, including: meeting agendas, meeting minutes, promotional calendars, newsletters, digital or print advertisements, press releases, company media clips, etc.
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• Provide general administrative support and coordination for the Development, Property Management, and Sales & Marketing teams.

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• Conduct property tours to buyers, brokers, visitors, etc.
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• Provide sales support to on-site sales team.
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• Accept calls from appraisers and third-parties requesting market comps and coordinate dissemination of information, as available, in accordance with applicable confidentiality requirements.
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• Conduct walkthrough and / or punch list prior closing.
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• Coordinate closings with attorneys, lenders and various parties.
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• Manage and maintain content/inventory on websites to ensure content remains relevant and up-to-date.
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• Work with the marketing team to coordinate event planning when necessary.
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• Coordinate and prepare reports and presentations for the owner / partnership / investor / lender.
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• Retrieve, organize, and file contracts, proposals and other relevant documents.
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• Assist and track contracts/proposals, commission pay applications, and vendor / consultant invoices.
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• Prepare weekly sales updates and monthly expense and commission reports.
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• Create and deliver sales & marketing collaterals including brochures, floor plans, advertisements, signage, stationary, website, etc. with outside branding consultants.
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• Coordinate and schedule meetings as needed.

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You will help distinguish our company with professionalism and best practices. Among the responsibilities of the role are:

• Maintain verbal and written communication with stakeholders, vendors and residents (as needed) on issues relating to management responsibilities, including but not limited to: quality control; vendor contract management; maintenance personnel responsibilities; access control for mechanical equipment rooms and utilities management.
• Develop policies, procedures, and regulations to effectively manage the property, pertaining but not limited to, construction work, tenant alteration process and certificate of insurance requirements.
• Develop, implement and assure programs for preventive maintenance.
• Assure that all outside vendors are in compliance with their contractual agreements and all work performed.
• Ensure that each staff member reviews and complies with the procedures outlined in the Emergency Preparedness Manual.
• Comprehensive understanding of all facets of accounts payable and account receivable in order to effectively supervise staff responsible for this function.
• Confirm that the appropriate allocation methodology is established and ensure that all invoices are coded to and paid from the appropriate entity.
• Ensure that all invoices are processed for timely payment in order to maintain good vendor relations and accounts.
• Ensure that proper insurance documentation for all outside vendors is collected.
• Participate in preparation of initial draft of the annual and capital operating budgets.
• Prepare the monthly variance reports for review with stakeholders.
• Understand and manage capital and expense budgets, including reporting to senior staff and stakeholder representatives.
• Ensure that budgetary guidelines approved for controllable expenses are met.

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