URGENT: Real Estate & Short-Term Rental Bookkeeper (experience in US bookkeeping is required)

Canada·TorontoFull Time

Finance & AccountingAccountant

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Quick Summary

Overview

Review and categorize all banking and credit card transactions weekly in QuickBooks Online. Allocate every income and expense transaction to the correct rental property.

Technical Tools

Finance & AccountingAccountant

Review and categorize all banking and credit card transactions weekly in QuickBooks Online.
Allocate every income and expense transaction to the correct rental property.
Review Turno to identify cleaning services and allocate cleaning expenses to the appropriate properties.
Review Amazon orders and purchase histories to determine which property each purchase belongs to.
Review Airbnb, Booking.com, Hospitable, VRBO, and direct bookings to properly assign rental income to each property.
Track platform fees, refunds, cancellations, cleaning fees, and other booking-related adjustments.
Properly classify repairs, maintenance, utilities, supplies, insurance, property taxes, mortgage interest, and other operating expenses.
Identify transactions that require clarification and proactively request additional information.
Maintain consistent expense categories across all properties.
Prepare and deliver weekly financial reports showing the performance of each individual property and the overall real estate portfolio. Reports should include:
- Rental revenue by property.
- Operating expenses by property.
- Net operating income by property.
- Cleaning, maintenance, and supply expenses.
- Month-to-date and year-to-date income and expenses.
- Overall portfolio revenue and profitability.
- Unusual expenses, missing transactions, or discrepancies requiring attention.
- Comparison of current financial performance against previous periods.
Reports must be accurate, easy to understand, and delivered on a consistent weekly schedule.
Collect and organize receipts for all business expenses.
Match receipts to the corresponding transactions in QuickBooks Online.
Assign each receipt to the correct property.
Retrieve receipts from Amazon, email, vendor portals, and other available sources.
Maintain an organized digital filing system for invoices, receipts, statements, and other financial documents.
Identify and follow up on missing receipts.
Ensure financial documentation is organized for year-end accounting and tax preparation.
Reconcile all bank accounts and credit cards monthly.
Review transactions to ensure income and expenses are correctly allocated.
Complete monthly financial closeout procedures.
Prepare monthly profit and loss statements for each property and the overall company.
Prepare balance sheet and cash flow reports as needed.
Perform quarterly financial reviews and reconciliations.
Identify duplicate transactions, incorrect classifications, and missing expenses.
Assist with year-end closing procedures.
Coordinate with our CPA or tax professional to provide accurate financial records and supporting documentation.
Maintain accurate records of loans, mortgage payments, principal reductions, and interest expenses.
Record purchases of new real estate properties in QuickBooks Online.
Properly record property purchase prices, closing costs, loan balances, and initial capital contributions.
Maintain separate accounting records for each investment property.
Track capital improvements and distinguish them from ordinary operating expenses.
Record property sales, including closing costs, mortgage payoffs, and related transactions.
Maintain accurate fixed asset and depreciation records based on CPA guidance.
Assist with financial documentation for refinancing, property acquisitions, and sales.
Coordinate with our CPA to ensure purchases, sales, and asset transactions are properly recorded.
Maintain an organized and accurate QuickBooks Online accounting system.
Ensure each property is properly tracked using the appropriate property-level accounting structure.
Create and maintain consistent expense categories and reporting procedures.
Identify opportunities to automate recurring bookkeeping tasks.
Develop written standard operating procedures (SOPs) for routine accounting responsibilities.
Recommend improvements to bookkeeping workflows and reporting accuracy.
Proactively identify financial discrepancies before they become larger problems.

Performance Expectations

Keep all transactions categorized and assigned to the correct property every week.
Deliver accurate weekly property-level and company-wide financial reports.
Ensure all receipts are collected, organized, and matched to transactions.
Complete monthly reconciliations and financial closeouts by agreed-upon deadlines.
Maintain accurate records of all real estate purchases, sales, loans, and capital improvements.
Proactively communicate financial discrepancies or missing information.
Continuously improve the efficiency and accuracy of our bookkeeping systems.