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 apartments and properties.
This role is responsible for coordinating new apartment setups and decommissioning, managing utility and insurance accounts, handling accounts payable and vendor payments, monitoring guest payments and revenue collection, maintaining lease and rent records, preparing financial reports and reconciliations, and supporting financial audit and operational systems.
The adecuado candidate has strong bookkeeping and administrative experience, excellent attention to detail, and the ability to independently manage multiple properties, accounts, deadlines, and recurring financial tasks. Experience supporting U.S.-based businesses or clients is a strong advantage.
Responsibilities
Property Setup & Decommissioning
Manage the operational setup and wind-down of apartments.
Coordinate the setup of required utility and service accounts, including internet, electricity, gas, water,
and insurance.
Monitor the Vibe New Units Trello board for newly added apartments.
Coordinate installations with vendors and local team members.
Track orders and proactively follow up with service providers through completion.
Maintain accurate account information, payment methods, billing details, and other relevant records in the Master Utilities Sheet.
Keep Trello and the Master Utilities Sheet synchronized.
When an apartment is returned, cancel or transfer utility accounts, pay final bills, cancel insurance, and verify that recurring charges or autopay are no longer active.
Obtain confirmation of account closure whenever possible.
Utility & Insurance Management
Maintain accurate utility and insurance account records.
Process utility payments and resolve payment issues.
Manage Con Edison accounts and ensure new accounts are properly documented.
Monitor utility due dates across multip