Real Estate Office Bookkeeper/Admin

Location: Weston, FL

Schedule: M-F, on-site

Employment Type: Full-Time

Compensation: $60,000-$70,000 annually, based on experience

Benefits: Option for a full benefits package

Position Overview

Ascendo Resources is representing a small but longstanding real estate office in Weston, Florida that is seeking an organized, dependable, and proactive Real Estate Office Bookkeeper/Admin to support its daily office operations, property-related administration, and accounting functions.

This is an on-site position offering a flexible schedule of approximately 24–30 hours per week. The role may be structured as part-time or reduced full-time and includes the option to participate in a comprehensive benefits package.

The ideal candidate has previous administrative and accounting experience within real estate, property management, commercial real estate, or a related professional office environment. This individual should be comfortable managing multiple priorities, maintaining accurate financial and property records, and helping ensure the office operates efficiently.

Key Responsibilities

• Manage the daily administrative and organizational functions of the real estate office.
• Answer and direct phone calls, emails, and general inquiries in a professional and timely manner.
• Coordinate calendars, meetings, property appointments, inspections, and vendor visits.
• Prepare, organize, and maintain leases, contracts, property records, tenant files, and other real estate documentation.
• Assist with tenant and client communications, including service requests, notices, payment inquiries, follow-ups, and general correspondence.
• Communicate with vendors and contractors regarding maintenance, repairs, invoices, payment status, and scheduling.
• Process vendor invoices and ensure expenses are coded accurately to the appropriate properties, accounts, and cost categories.
• Manage accounts payable activities, including invoice entry, approval tracking, payment preparation, vendor statement review, and resolving billing discrepancies.
• Support accounts receivable functions, including tenant billing, rent and fee tracking, payment application, account research, and follow-up on outstanding balances.
• Record deposits, payments, credits, and adjustments accurately and maintain up-to-date tenant and vendor account records.
• Assist with bank, credit card, tenant ledger, and general ledger reconciliations.
• Review financial records for accuracy and research discrepancies, duplicate charges, missing payments, and outstanding items.
• Maintain organized documentation supporting invoices, payments, deposits, contracts, and property-level financial activity.
• Assist with month-end accounting procedures, including account reconciliations, reporting, accrual support, and preparation of supporting schedules.
• Prepare aging reports, payment summaries, expense reports, and other financial or property-related reports for management.
• Enter and maintain accounting and property information within QuickBooks and Yardi.
• Track important deadlines, lease dates, renewals, insurance documents, vendor agreements, and payment due dates.
• Maintain organized electronic and physical filing systems.
• Prepare reports, spreadsheets, correspondence, presentations, and other office documents.
• Order office supplies and help maintain a professional, organized, and welcoming office environment.
• Provide general administrative and accounting support to ownership, property managers, and other members of the real estate team.
• Assist with additional projects and office responsibilities as needed.

Qualifications

• 2-3+ years of administrative, bookkeeping, accounts payable, accounts receivable, or office management experience.
• Previous experience in real estate, commercial real estate, property management, construction, or a related industry is strongly preferred.
• Experience processing invoices, payments, deposits, reconciliations, and maintaining accurate accounting records.
• Proficiency with Microsoft Office, particularly Outlook, Word, and Excel.
• Experience with QuickBooks and Yardi is a significant plus.
• Experience with other property management, accounting, or real estate software will also be considered.
• Bilingual English & Spanish is a plus
• Strong written and verbal communication skills.
• Excellent organizational skills and attention to detail.
• Ability to manage multiple responsibilities and meet deadlines with limited supervision.
• Professional demeanor when communicating with clients, tenants, vendors, and senior leadership.
• Ability to handle confidential and sensitive financial information appropriately.
• Reliable transportation and the ability to work on-site in Weston, Florida.

Schedule and Compensation

• Flexible weekday schedule to be determined based on the needs of the office and the selected candidate.
• Fully on-site in Weston, Florida.
• Annual compensation of $60,000-$70,000, depending on experience and qualifications.
• Option to enroll in a full benefits package.

DIVERSTIY AND EQUAL OPPORTUNITY

Ascendo is a certified minority owned staffing firm, we welcome and celebrate diversity.

Ascendo is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, retaliation, parental status, military service or any non-merit factor.

Ascendo is a certified minority owned staffing firm, and we welcome and celebrate diversity. Ascendo is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, parental status, military service or any other characteristic protected by federal, state or local law.

Contact information

Jack DiPietro