Bookkeeper - 18390

This role owns all financial administration for the portfolio. The ideal candidate understands commercial real estate bookkeeping — specifically NNN/CAM billing structures — and can operate Bill.com and QuickBooks with minimal supervision.

You will work directly with ownership and the operations coordinator to keep tenant ledgers clean, get CAM reconciliations out on time, and ensure AP/AR is processed accurately and without issues.

• Generate and send monthly rent invoices for all portfolio tenants across all properties and entities

• Manage Bill.com auto-charge settings and ACH pull schedules — understand the exact timing of when funds are pulled from tenants vs. when they land in company accounts, and configure accordingly

• Reconcile and post incoming payments; properly apply credits (CAM credits, security deposit offsets, overpayments) before marking invoices as paid

• Track and follow up on outstanding balances with tenants; issue formal demand notices when directed

• Handle tenant billing inquiries from national tenants (Firestone, Dollar Tree, Cato, Starbucks, Walgreens, EyeCare Partners) and local tenants (Beer Outside, SSPDTC, Urban's Chicken, Body Works, etc.)

• Reconcile tenant ledgers monthly; flag any tenant where amounts collected, billed, and expected do not match

• Review, code, and process vendor invoices for payment via Bill.com (KD Electric, pest control, landscaping, HVAC, insurance, etc.)

• Manage Melio payments where applicable and reconcile timing and fees between platforms

• Flag any invoice over $1,000 for owner approval before processing

• Maintain vendor files, W-9 records, and confirm insurance certificates are current (via ePayPolicy)

• Resolve Bill.com sync conflicts proactively — investigate and resolve within 24 hours of notification

• Ensure the Bill.com account always has an active payment method on file

• Prepare annual CAM reconciliation statements for all NNN tenants at each property

• Calculate pro-rata share for taxes, insurance, and CAM based on lease GLA and tenant SF

• Update mid-year CAM estimates when actual expenses diverge materially from estimates

• Respond to national tenant CAM audit requests with supporting documentation (tax bills, cancelled checks, expense ledgers)

• Track CAM caps under leases and apply correctly; flag any lease with a CAM cap before sending reconciliations

• Maintain year-by-year CAM expense ledgers per property (as a named tab in Excel or in PigJet)

• Ensure CAM reconciliations are sent to all tenants annually — if a property has never had reconciliations sent (e.g., Pointe 44), proactively flag and initiate

• Prepare monthly financial summaries per property/entity for ownership review

• Support annual lender reporting requirements (Bellwether Enterprise, Gantry, others) with financial data

• Coordinate with TrustNimbl / tax preparer on annual financials, categorized expenses, and documentation

• Maintain complete and organized records of all invoices, remittances, reconciliations, and payment histories in Google Drive

• Set up new tenant accounts in PigJet with correct rent schedule, escalations, CAM estimates, and security deposit

• Update PigJet ledgers when lease terms change, payments are adjusted, or credits are applied

• Cross-reference PigJet data against Bill.com invoice schedules monthly to ensure they stay in sync

• 2+ years bookkeeping experience in commercial real estate (NNN/retail/office strongly preferred)

• Proficient with Bill.com — must understand auto-charge, ACH timing, sync conflicts, and payment reconciliation

• Proficient with QuickBooks Online or Desktop

• Ability to read a commercial lease and extract CAM/tax/insurance billing obligations independently

• Strong attention to detail; will not issue refunds or delete charges without understanding the full ledger context

• Responsive and organized — owns open items until they are closed