Overview Responsibilities
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Enhance Collection Efficiency: Ensure timely and efficient collection of outstanding tenant receivables via proactive follow-up with tenants on all negative receivable balances.
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Improve Cash Flow: Maintain healthy cash flow by reducing the aged and outstanding receivables balance, and improving collection times
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Strengthen Tenant Relationships: Improve communication with customers regarding their accounts.
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Support Financial Stability: Ensure accurate and timely recording of receivables to support financial reporting.
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Improve Payable Tracking: Ensure accurate and timely tracking of all invoices payable.
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Enhance Financial Reporting: Support detailed and accurate financial reports to substantiate strategic decision-making, reduce the risk of errors, and ensure compliance with Hines internal Property Management Controls
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Optimize Revenue Streams: Support new event revenue streams in all bookable spaces (Private Events, ticketed events, sponsorship, etc.)
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Generate Tenant Billback invoices, review receipt of tenant authorizations, determine admin fee, match billable PRISM work order, match 3rd party invoices with tenant approval and billback, enter billback into accounting software, generate and send out tenant billing invoice with backup, promptly.
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Monitor Tenant accounts to identify overdue payments.
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Contact Tenants to follow up on outstanding invoices and arrange payment plans if necessary.
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Maintain accurate records of all receivable transactions.
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Update customer accounts and ensure all payments are properly recorded.
Reporting:
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Prepare regular reports on accounts receivables status, including aging reports and collection forecasts.
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Send monthly tenant statements of account, with regular tenant follow-up.
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Provide insights and recommendations based on receivables data.
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Address Tenant inquiries and resolve any billing issues.
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Build and maintain positive relationships with Tenants to facilitate timely payments.
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One point of contact
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Identify opportunities to streamline the accounts receivables process.
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Implement best practices to improve efficiency and reduce the aged receivables outstanding balances.
Compliance:
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Ensure compliance with Hines PM policies and relevant standards.
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Assist in audits and provide necessary documentation.
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Work closely with the Accounting team to ensure accurate financial reporting.
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Collaborate with Property Management team to address any issues impacting receivables.
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Vendor/supplier set up in Nexus \& JDE, collection of vendor invoices through email account, review of invoices for formalities (correct address/currency/correct billing information), coding of invoices and allocating the costs to the correct business units and building components, upload of invoices to Nexus for timely payment.
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Preparing and issuing payments, including checks and wire transfers, and ensuring all payments are properly authorized.
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Reconciling accounts payable transactions and resolving any discrepancies to maintain accurate financial records.
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Managing relationships with vendors, addressing inquiries, and resolving any issues related to payments. Respond/correspond to inquiries from suppliers/vendors - on payment status, changes to invoices, timely resolution of issues, status of accounts,
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Ensuring compliance with Hines accounting standards and company policies, and preparing financial reports as needed. Report on the status of accounts payable.
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Assisting with month-end/year-end closing accruals and associated preparations to ensure all financial records are accurate and up to date.
Qualifications Minimum Requirements include:
- High school diploma or equivalent from an accredited institution preferred
- Two or more years' of related experience preferred
- Excellent interpersonal and communication skills
- Attention to detail, organization, and strong multitasking abilities
Closing
Hines
