FULL CHARGE BOOKKEEPER

Property Management | Full-Time

We are seeking an experienced and detail-oriented Full Charge Bookkeeper to manage the complete financial operations of our property management portfolio. This is a high-responsibility position requiring deep knowledge of property management accounting, government-subsidized housing programs, and multi-entity bookkeeping. The ideal candidate is self-directed, highly organized, and capable of owning the full accounting cycle from daily transactions through month-end close and audit preparation. This role includes direct oversight of an Assistant Bookkeeper who will support day-to-day bookkeeping tasks.

General Ledger & Month-End Close

• Maintain accurate general ledger records across 8 QuickBooks Desktop company files
• Perform full month-end close procedures, ensuring all accounts are reconciled and financials are complete for accountant review
• Record and categorize all business income and expenses with documentation
• Reconcile all bank accounts monthly, resolving discrepancies
• Maintain and update depreciation schedules for all properties and assets
• Assist accountants in preparation of business tax filings, including providing depreciation schedules and supporting documentation

Revenue & Rent Recording

• Record rental income from bank deposits, ACH payments, and money order/check receipts
• Review and reconcile HUD HAP (Housing Assistance Payment) vouchers for government subsidy programs
• Track Section 8 and other government subsidy payments, ensuring accurate recording and timely reconciliation with housing authority remittances
• Monitor and post tenant ledger activity, including late fees, charges, and credits
• Identify and research rent discrepancies or missing payments in coordination with property management staff

Accounts Payable & Expense Management

• Process and record all vendor invoices, utility bills, and operating expenses across 7 properties and the management office
• Ensure mortgages, property taxes, and insurance premiums are paid on time and properly recorded
• Review and code expense reports submitted by property staff
• Manage vendor relationships and maintain up-to-date W-9 files; prepare annual 1099 filings
• Monitor and manage cash flow across all entities to ensure sufficient funds for obligations

Payroll

• Process bi-weekly payroll for all employees using applicable payroll software or QuickBooks payroll functions
• Ensure accurate recording of payroll liabilities, including federal and state tax withholdings, benefits deductions, and garnishments
• Submit payroll tax deposits on schedule and reconcile payroll accounts monthly
• Maintain payroll records in compliance with applicable labor laws and company policy

HUD Compliance & Audit Preparation

• Maintain financial records in compliance with HUD regulations and program requirements
• Prepare and organize documentation for HUD audits and annual reviews, including tenant files, subsidy records, and financial reports
• Assist with responses to HUD audit findings and corrective action plans as needed
• Ensure all subsidy-related transactions are properly documented and traceable

Financial Reporting & Management Support

• Prepare monthly financial reports for ownership and property management, including profit & loss statements, balance sheets, and budget variance reports
• Track and report on key financial metrics by property and across the portfolio
• Assist in the development of annual operating budgets for each property
• Provide ad hoc financial analysis and reports as requested by management

Compliance & Record Keeping

• Maintain organized and complete financial records in both digital and physical formats
• Ensure compliance with local, state, and federal financial reporting requirements
• Coordinate with external accountants and auditors, providing requested documentation promptly
• Track certificate of insurance renewals, lease expirations, and other financial compliance dates

Required

• Bachelor's degree in Accounting, Finance, or a related field
• Minimum 10 years of bookkeeping experience, with at least 5 years in property management
• Proficiency in QuickBooks Desktop (multi-company experience strongly preferred)
• Strong working knowledge of property management accounting practices and terminology
• Experience with HUD-subsidized housing programs, including HAP voucher processing and audit preparation
• Solid understanding of Section 8 / Housing Choice Voucher program accounting
• Demonstrated experience managing books for multiple entities simultaneously
• Strong understanding of GAAP and general accounting principles
• High attention to detail and ability to work independently with minimal supervision

Preferred

• Certified Bookkeeper (CB) credential or similar professional certification
• Proficiency in Microsoft Excel for financial analysis and reporting
• Experience with property management software such as Yardi, AppFolio, or similar platforms
• Familiarity with HUD Management and Occupancy Review (MOR) processes
• Experience preparing or supporting REAC (Real Estate Assessment Center) submissions
• Knowledge of affordable housing compliance requirements (Low-Income Housing Tax Credit, HOME, etc.)

This job description outlines the primary duties and qualifications for this role and is not exhaustive. Additional responsibilities may be assigned as needed.

Contact information

Biagio Caruso