Administrative and Accounting Assistant

Job Title: Administrative and Accounting Assistant

VDM Management Group, LLC is a franchise office for 32 Little Caesars Pizza locations in West Virginia, Kentucky, and Ohio. We also own and manage over 100 residential and commercial rental properties. The functions of this office include accounting, payroll, property management, maintenance, and operations support.

Job Summary:

We are seeking a reliable and detail-oriented Administrative and Accounting Assistant to support our daily office operations and assist with various accounting functions. This position involves managing financial transactions, overseeing supply orders, handling rent payments, performing bank reconciliations, and providing exceptional customer service. The ideal candidate will be organized, proactive, and able to handle a variety of tasks in a fast-paced environment.

Key Responsibilities:

1. Accurately record and track rent payments and other financial transactions.
2. Assist with the preparation of financial reports and documents.
3. Perform monthly bank reconciliations to ensure all transactions are correctly recorded.
4. Manage and process accounts payable and accounts receivable transactions.
5. Prepare and make bank deposits as needed.

Office Administration:

1. Answer phone calls, direct inquiries, and provide information to tenants and visitors.
2. Greet and assist tenants and visitors when they enter the office, ensuring a positive experience.
3. Sort and distribute incoming mail and packages to appropriate recipients.
4. Maintain and organize office supplies, placing orders when stock is low.
5. Manage restaurant supply orders and inventory, ensuring timely delivery and accurate documentation.

Customer Service:

1. Handle tenant inquiries regarding rent payments, balances, and other financial matters.
2. Maintain a professional and friendly demeanor with tenants, vendors, and visitors.
3. Assist with scheduling appointments and meetings, as needed.

Miscellaneous:

1. Perform other general office tasks and assist with special projects as requested by management.
2. Ensure that all tasks are completed accurately and in a timely manner.
3. Uphold confidentiality and professionalism at all times when dealing with sensitive financial information.

Skills & Qualifications:

• Proven experience in an administrative or accounting role (preferred).
• Basic understanding of accounting principles and practices.
• Proficiency with Microsoft Office Suite (Excel, Word, Outlook) and accounting software (QuickBooks or similar).
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to prioritize and manage multiple tasks effectively.
• Previous experience in property management, retail, or hospitality (preferred but not required).
• Ability to work agreed upon schedule.

Education & Experience:

• High school diploma or equivalent required; associate degree in accounting, business, or related field or higher required.
• At least 1-2 years of experience in an administrative, accounting, or office support role.

Physical Requirements:

• Ability to sit or stand for extended periods.
• Some light lifting (up to 20 lbs) may be required for mail sorting and office supply management.

Work Environment:

• This is a full-time position, Monday to Friday, 8am - 5pm with occasional overtime as needed.
• Work will primarily be performed in an office environment, with interaction with tenants, vendors, and other team members.

Compensation is based on knowledge and experience.

Work schedule

• Monday to Friday
• 8 hour shift
• Day shift

Benefits

• Paid time off
• Health insurance
• Dental insurance
• Vision insurance
• Life insurance
• Disability insurance
• 401(k)
• 401(k) matching