Job Description

About Northern Trust:

Northern Trust, a Fortune 500 company, is a globally recognized, award-winning financial institution that has been in continuous operation since 1889.  

Northern Trust is proud to provide innovative financial services and guidance to the world’s most successful individuals, families, and institutions by remaining true to our enduring principles of service, expertise, and integrity. With more than 130 years of financial experience and over 22,000 partners, we serve the world’s most sophisticated clients using leading technology and exceptional service.

Commercial Real Estate Bookkeeper / Administrator

Under general direction, the Commercial Real Estate Bookkeeper / Administrator (“Sr. Analyst”) exhibits proficiency in commercial real estate bookkeeping and general administration. The Sr. Analyst will support the activities of the Commercial Real Estate Team (“CRE Team”) in their asset management, property management and advisory responsibilities. The important role will ensure the correct steps are followed with regard to policies, procedures and daily business activities which will include Accounts Payable (AP) / Accounts Receivable (AR), asset set up and removal, report generation and compliance-related processes. The Sr. Analyst demonstrates an understanding of business systems as well as strong CRE bookkeeping skills, organizational skills with knowledge of how business systems can be used to process AR/AP tasks, generate reports and track deadlines. Assists partners with questions regarding business systems and assets for which the department is responsible. Resolves problems and seeks to improve processes. Organizes work and acts independently with minimal supervision or direction.

Major Duties:

1. Uses Yardi property management software to:

Process AP/AR,

Place assets on record,

Input lease information including tenant information, rents, and renewal and termination options, etc.,

Run financial reports and track due dates,

Track tenant and property insurance information,

Process and track fees,

Run reports showing compliance with requirements, i.e. appraisals, inspections, etc.

2. Communicates with team members regarding compliance with internal and regulatory requirements.

3. Prepares monthly reports for meetings. Includes the collection of information necessary for the completion of Annual Investment Reviews and communicating as necessary with partners and outside third parties to gather necessary materials. Schedules calls and presents materials during meetings.

4. Processes fees including preparing documentation, gaining approvals and processing fees through Yardi and other internal systems.

5. Communication with CRE Team and outside third parties on missing insurance documentation. Input insurance information and upload documents into Yardi.

6. Track due dates, deadlines and expirations and work with CRE Team to ensure timely completion of tasks.

7. Assist CRE Team with engaging appraisals and coordinating site visits. Update appraisal information in Yardi and send appraisals to imaging.

8. Maintain a database of vendors, contractors and consultants for CRE Team.

9. Add assets to Yardi with input from trust officers. Follow up with trust officers to get any documentation that is needed to properly place the asset on record.

10. Assists partners and clients with questions regarding business systems, which may include payment of expenses, collection of revenues, generating reports, cash movement, etc.

11. Assists with process improvement, system development, testing and training as needed.

12. Takes ownership of policies and procedures by organizing and updating information with input from division management and other team members. Assist with creating standardized forms to be used by the CRE Team.

13. Performs compliance functions as directed by division management.

14. Completes other administrative functions as needed or requested.

15. Assists with the resolution of audit and regulatory issues as required within agreed timeframes.

16. Identifies, assesses and escalates compliance issues/concerns to supervisor.

17. May have direct interaction with committees and/or Senior Management.

18. More technically sound in area of expertise and has broader knowledge of other areas

19. Delivers a work product that requires minimal revisions.

20. Able to facilitate discussions, make recommendations and reach decisions

Experience Required:

Familiarity with commercial real estate accounting and administration including documents such as leases, settlement statements, engagement letters, etc.

Yardi property management and accounting software experience required.

Knowledge of commercial real estate property management and accounting, usually acquired through formal education or work experience.

Attention to detail particularly with regard to compliance policies and procedures to ensure the completeness and adequacy of Annual Investment Reviews and other compliance matters.

Analytical and communication skills required to analyze and summarize information and effectively communicate with partners and third parties.

Strong organizational skills required.

A College or University degree and / or 3-5 years of proven work experience is preferred.