Bookkeeper/Administrative assistant

• Location: Haltom City, Texas
• Type: Fort Worth:Fin/Acct/HR:Direct Hire
• Job #10912

Bookkeeper/Administrative Assistant 

Responsibilities:
Property Administration & Lease Coordination
• Manage lease renewal administrative processes end-to-end, including deal sheet preparation, document coordination with the AI lease platform, DocuSign management, and rent roll updates
• Assist with lease documentation, amendments, and tenant correspondence
• Answer and manage incoming calls and tenant communication with judgment about routing and escalation
• Coordinate maintenance requests and vendor scheduling across properties
• Maintain organized electronic files, lease records, and property documentation
• Serve as the central knowledge source for property, tenant, lease, and vendor history; answer frequent operational questions and connect current issues to prior decisions

Financial Controls & Accounts Management
• Review and categorize invoices for proper entity allocation, service address verification, CAM/non-CAM classification, and vendor history before QuickBooks entry
• Flag vendor exceptions, allocation discrepancies, and approval routing issues; route items to the appropriate approval authority
• Maintain awareness of vendor-specific allocation patterns and multi-property expense splits to ensure accurate CAM/NNN treatment
• Manage accounts receivable by logging rent payments, verifying amounts against lease schedules, identifying short or late payments, and escalating tenant issues
• Add issued checks to the daily register and support ownership’s visibility into cash position and transaction activity
• Manage and verify service addresses, vendor histories, and entity allocations to prevent misallocation patterns

CAM/NNN Revenue Recovery & Tenant Billing
• Own the year-end CAM/NNN revenue recovery process, including compilation of underlying support documentation and preparation of tenant reimbursement invoices and revised payment schedules
• Categorize CAM and non-CAM expenses throughout the year to ensure year-end calculations are accurate and efficient
• Track tenant receipt and payment of revised NNN invoices; identify tenants paying at old rates and provide balance updates
• Monitor whether tenants are paying according to updated schedules and escalate discrepancies to ownership
• Analyze property expenses and tax changes that will affect future NNN amounts and integrate them into future planning

Property Tax Appraisal, Protest & Compliance
• Track annual property tax appraisal notices, log values, and compares against prior years
• Categorize appraisal increases by risk level and analyze county-level trends
• Coordinate with the property tax attorney to ensure protests are filed and deadlines are met, including May 15 deadline tracking
• Provide supporting documentation to the property tax attorney as requested, including P&L data
• Track hearing schedules, outcomes, and settlement results; enter results into tracking systems
• Review actual property tax bills and enter them into QuickBooks when actionable; flag bills for attorney follow-up when further action is required
• Summarize property tax impact for ownership decision-making on acceptance, arbitration, or litigation

Insurance & Compliance Tracking
• Track annual and seasonal insurance renewals for commercial and personal properties
• Review insurance renewal documents and compare against prior policies for coverage, premium, and exclusion changes
• Manage accounts payable processing for insurance policies, including entity allocation and pro-rata shares
• Identify material policy changes, unusual premium shifts, or coverage questions requiring ownership attention
• Track franchise tax filings, compliance deadlines, licensing renewals, and brokerage requirements
• Maintain calendar visibility for mission-critical filing dates and assist with deadline coordination

Reporting & Decision Support
• Prepare monthly late rent reporting and lease renewal/expiration reviews for ownership visibility
• Provide ad hoc reports on tenant issues, vendor problems, property tax impact, and insurance renewal status
• Translate operational and financial detail into actionable summaries for ownership decision-making
• Maintain visibility on open issues and escalate items requiring ownership direction

Daily Operations & Communication
• Sort incoming mail daily; route business mail appropriately and escalate certified mail or regulatory notices immediately
• Manage office supplies, file organization, and document scanning/filing flow
• Coordinate office cleanings and facility maintenance as needed
• Receive and triage external calls, emails, and inquiries from tenants, vendors, and service providers, determining appropriate handling and escalation based on issue type and urgency

Collaboration & Coverage
• Work in tandem with the Family Assistant on matters that touch both business and family operations, such as personal property maintenance that impacts business categorization
• Provide backup coverage for routine Family Assistant responsibilities during periods of heavy property management activity or when the Family Assistant is unavailable
• Maintain awareness of business-critical deadlines and family logistics so continuity is preserved if either team member is out

QUALIFICATIONS
• High level of integrity and discernment
• Ability to maintain strict confidentiality
• Positive attitude and strong work ethic
• Loyalty and long-term mindset
• Strong organizational skills, attention to detail, and willingness to learn
• Proficiency in Microsoft Office applications, particularly Excel, and QuickBooks
• Professional written and verbal communication
• Valid Texas driver’s license and reliable transportation
• Ability to work independently and take initiative
• Comfort with financial/bookkeeping concepts and vendor/property allocation logic