Virtual Bookkeeper

Our client is a rapidly growing property management and construction company seeking a Virtual Bookkeeper with expertise in AppFolio bookkeeping and construction accounting. The ideal candidate will manage financial records, oversee accounts payable and receivable, generate reports, and support both the property management and construction business bookkeeping functions.

Project Goal:
Train the internal staff to manage the AppFolio statement process independently, while also handling full bookkeeping services for Essex County Construction on an ongoing basis. This includes documenting processes through training videos and detailed SOPs for future reference and onboarding purposes.

Property Management Bookkeeping (AppFolio - FP Direct Responsibilities)

• Accounts Payable: Enter and process vendor invoices, pay bills, and reconcile transactions.

• Owner Statements & Packets: Generate and distribute monthly owner statements with supporting financial reports.

• Other Receipts & Late Rent Processing: Track and manage tenant payments, deposits, and late fees.

• Receiving & Processing Management Fees: Ensure accurate revenue recording for property management services.

• Generating Monthly Trust Account Reconciliation Reports: Prepare and reconcile AppFolio trust accounts.

• X8994 & X8350 Reconciliation: Maintain compliance with internal account reconciliation procedures.

Construction Accounting (Ongoing - Essex County Construction)

Accounting & Financial Management

• Bank Reconciliation: Perform monthly bank reconciliations for accurate financial reporting.

• General Ledger Maintenance: Ensure accurate and up-to-date general ledger records.

• Payroll Processing (if applicable): Track hours, benefits, and deductions for employee payroll.

• Job Cost Tracking: Allocate costs to specific construction jobs and projects.

Accounts Payable (AP)

• Vendor Management: Manage vendor invoices, resolve discrepancies and process payments.

• Expense Tracking: Categorize and record expenses for tax and project reporting.

Accounts Receivable (AR)

• Customer Invoicing: Generate and send invoices for completed work or milestones (seldom).

• Collections Support: While Four Points will handle collections, assist with tracking overdue invoices.

Financial Reporting & Compliance

• Tax Preparation Support: Provide documentation and reconciliations for tax filings.

• Financial Reporting: Generate and analyze financial statements, including:

  • Profit & Loss Statements

  • Balance Sheets

  • Cash Flow Statements

• Budget Tracking: Monitor construction project budgets for overages and savings.

Administrative & Construction-Specific Tasks

• Data Entry & Record Maintenance: Ensure accurate financial records in AppFolio and other accounting software.

• Audit Preparation: Compile necessary documents for internal and external audits.

• Job Progress Reports: Work with project managers to track financial progress on jobs.

• Team Communication: Collaborate with project managers, contractors, and office staff to collect financial data.

• Budget Meetings: Participate in strategy meetings to provide financial insights.

Qualifications:

• Proficiency in AppFolio (required) for property management bookkeeping.

• Experience in construction accounting (preferred) with job cost tracking and financial reconciliation.

• Strong knowledge of AP, AR, financial reporting, and account reconciliation.

• Excellent attention to detail and problem-solving skills.

• Experience in remote bookkeeping and ability to work independently.

• Strong communication skills and ability to collaborate with multiple departments.

• Familiarity with GAAP accounting principles and tax compliance (preferred).

Work Hours:

• Full-Time 9AM To 5PM (eastern standard time)

• Flexible remote work schedule (within standard business hours).

Why Join Us?

This role is an opportunity to be a key player in streamlining our financial processes, training our team, and building a scalable bookkeeping system. If you thrive in a structured yet flexible remote environment and enjoy the challenge of working in both property management and construction bookkeeping, we’d love to hear from you!