About the Role

We are looking for a highly organized and detail-oriented Property Operations & Financial Administrator to support the day-to-day financial and operational management of multiple residential properties.

This role combines bookkeeping, accounts payable, property administration, payment management, financial reconciliation, and operational coordination. The idóneo candidate has strong attention to detail, solid bookkeeping knowledge, excellent follow-through, and the ability to independently manage multiple properties, accounts, deadlines, and recurring financial tasks.

Experience supporting U.S.-based businesses or clients is highly preferred.

Responsibilities

Property Operations & Administration

- Manage the operational setup and decommissioning of apartments and properties.
- Coordinate utility, internet, insurance, and other required service accounts.
- Coordinate installations, service requests, and vendor activities.
- Track orders and follow up with service providers through completion.
- Maintain accurate property, account, billing, and payment information.
- Keep operational records and task management systems up to date.
- Coordinate the cancellation or transfer of services when properties are returned or decommissioned.
- Verify that recurring charges, subscriptions, and autopay arrangements are properly closed or updated.
- Support other property-related administrative tasks as needed.

Utility & Insurance Management

- Maintain accurate utility and insurance records for multiple properties.
- Monitor billing cycles, due dates, and recurring payments.
- Process utility and service payments and resolve payment issues.
- Investigate failed payments, declined cards, expired payment methods, and billing discrepancies.
- Monitor insurance renewal dates and help ensure continuous coverage.
- Coordinate with landlords, vendors, and service providers regarding billing, renewals, and account issues.

Accounts Payable & Vendor Management

- Review and process vendor invoices and contractor payments.
- Verify invoices and charges against supporting records and completed services.
- Route invoices requiring approval to the appropriate person.




- Process approved one-time and recurring payments.
- Track outstanding invoices and follow up until payment is completed.
- Review contractor timesheets and supporting documentation as required.
- Maintain accurate payment records and help prevent duplicate or missed payments.

Guest Payments & Revenue Collection

- Monitor reservations, balances, and outstanding guest payments.
- Review unresolved balances and follow up on payment issues.
- Monitor scheduled payments and update payment information when necessary.
- Investigate failed payment notifications and follow up until payments are successfully collected.
- Ensure reservations and accounts are properly reconciled before closure.

Lease & Rent Administration

- Maintain accurate lease and rent records for multiple properties.
- Update records for new properties, renewals, and lease modifications.
- Monitor lease expiration dates and upcoming renewals.
- Process monthly rent payments according to established instructions.
- Coordinate payment timing and payment methods when required.

Financial Reporting & Reconciliation

- Maintain accurate financial and profitability reports for multiple properties.
- Prepare and update recurring financial reports for management review.
- Reconcile booking platform payouts and investigate missing or incorrect payments.
- Perform bank, payment, and transaction reconciliations as needed.
- Investigate discrepancies and ensure financial records are accurate and complete.
- Support management with financial data, reports, and payment-related information.

Financial Records & Audit Support

- Maintain organized monthly financial records for each property.
- Review financial transactions and supporting documentation for accuracy.
- Compare actual charges and expenses against expected amounts, agreements, or budgets.




- Identify missing charges, duplicate charges, unexpected fees, and other financial discrepancies.
- Maintain standardized financial records and reporting formats.
- Assist with financial audits, reviews, and reporting requirements.

Systems & Process Management

- Maintain accurate information across operational, financial, and property management systems.
- Monitor recurring workflows and automated processes to ensure they are functioning properly.
- Use software integrations and browser-based tools to support administrative and payment processes.
- Identify system or workflow issues and coordinate troubleshooting when needed.
- Test workflows and verify that processes continue to function properly after system or software updates.
- Support process improvements and automation initiatives as assigned.

Tax & General Administration

- Assist with recurring tax-related payments, filings, and administrative requirements.
- Maintain organized records of tax payments, filings, and government correspondence.
- Prepare recurring owner and financial reports as required.
- Support general administrative and financial tasks related to property operations.
- Perform additional administrative duties as assigned.

Qualifications

- 2+ years of experience in bookkeeping, accounting, accounts payable, finance, or financial administration.
- Experience managing financial records, invoices, payments, reconciliations, and recurring expenses.
- Property management, real estate, hospitality, or short-term rental experience is highly preferred.
- Experience managing financial or operational records for multiple properties or business accounts is a plus.
- Proficient in Microsoft Excel or Google Sheets.
- Comfortable working with property management, booking, payment, and other business software.
- Strong attention to detail, organization, and follow-through when managing multiple tasks and deadlines.
- Strong written and verbal English communication skills.
- Able to work independently, take ownership of responsibilities, and proactively resolve issues.
- Experience supporting U.S.-based businesses or clients is highly preferred.

📌 Bilingual Property Operations & Financial Administrator (Colombia)
🏢 Mpower Sourcing
📍 Colombia