Bookkeeper
Employment Type: Full time, independent contractor
Work Model: Remote
Work Hours: US work hours

Role Overview

This role owns all financial administration for the portfolio. The ideal candidate understands commercial real estate bookkeeping — specifically NNN/CAM billing structures — and can operate Bill.com and QuickBooks with minimal supervision.

You will work directly with ownership and the operations coordinator to keep tenant ledgers clean, get CAM reconciliations out on time, and ensure AP/AR is processed accurately and without issues.

Accounts Receivable & Tenant Billing

Generate and send monthly rent invoices for all portfolio tenants across all properties and entities
Manage Bill.com auto-charge settings and ACH pull schedules — understand the exact timing of when funds are pulled from tenants vs. when they land in company accounts, and configure accordingly
Reconcile and post incoming payments; properly apply credits (CAM credits, security deposit offsets, overpayments) before marking invoices as paid
Track and follow up on outstanding balances with tenants; issue formal demand notices when directed
Handle tenant billing inquiries from national tenants (Firestone, Dollar Tree, Cato, Starbucks, Walgreens, EyeCare Partners) and local tenants (Beer Outside, SSPDTC, Urban's Chicken, Body Works, etc.)
Reconcile tenant ledgers monthly; flag any tenant where amounts collected, billed, and expected do not match

Accounts Payable

Review, code, and process vendor invoices for payment via Bill.com (KD Electric, pest control, landscaping, HVAC, insurance, etc.)
Manage Melio payments where applicable and reconcile timing and fees between platforms
Flag any invoice over $1,000 for owner approval before processing
Maintain vendor files, W-9 records, and confirm insurance certificates are current (via ePayPolicy)
Resolve Bill.com sync conflicts proactively — investigate and resolve within 24 hours of notification
Ensure the Bill.com account always has an active payment method on file

CAM Reconciliations & NNN Billing

Prepare annual CAM reconciliation statements for all NNN tenants at each property
Calculate pro-rata share for taxes, insurance, and CAM based on lease GLA and tenant SF
Update mid-year CAM estimates when actual expenses diverge materially from estimates
Respond to national tenant CAM audit requests with supporting documentation (tax bills, cancelled checks, expense ledgers)
Track CAM caps under leases and apply correctly; flag any lease with a CAM cap before sending reconciliations
Maintain year-by-year CAM expense ledgers per property (as a named tab in Excel or in PigJet)
Ensure CAM reconciliations are sent to all tenants annually — if a property has never had reconciliations sent (e.g., Pointe 44), proactively flag and initiate

Financial Reporting & Compliance

Prepare monthly financial summaries per property/entity for ownership review
Support annual lender reporting requirements (Bellwether Enterprise, Gantry, others) with financial data
Coordinate with TrustNimbl / tax preparer on annual financials, categorized expenses, and documentation
Maintain complete and organized records of all invoices, remittances, reconciliations, and payment histories in Google Drive

PigJet Data Entry

Set up new tenant accounts in PigJet with correct rent schedule, escalations, CAM estimates, and security deposit
Update PigJet ledgers when lease terms change, payments are adjusted, or credits are applied
Cross-reference PigJet data against Bill.com invoice schedules monthly to ensure they stay in sync

Required Qualifications

2+ years bookkeeping experience in commercial real estate (NNN/retail/office strongly preferred)
Proficient with Bill.com — must understand auto-charge, ACH timing, sync conflicts, and payment reconciliation
Proficient with QuickBooks Online or Desktop
Ability to read a commercial lease and extract CAM/tax/insurance billing obligations independently
Strong attention to detail; will not issue refunds or delete charges without understanding the full ledger context
Responsive and organized — owns open items until they are closed

Bookkeeper - 18390