Job Description
Job Description
Company:
OKO Group is an international real estate development firm established by Chairman and CEO, Vlad Doronin. OKO Group builds on the formidable expertise of Mr. Doronin- a successful and respected international developer, with a track record of more than 75 million square feet of world- class commercial real estate and luxury residential space over a total of 71 buildings.
Summary:
The Contract Administrator & Accounting Specialist plays a key role in managing contracts and financial operations. This position is responsible for overseeing contract preparation, compliance, and execution, as well as handling accounts payable and cost control functions. The ideal candidate will have a strong background in contract management, accounting systems, and financial reporting, with a keen eye for detail and legal compliance.
Essential Duties / Responsibilities:
- Facilitate communication with lenders, investors, internal departments, and auditors to support financial transparency and compliance.
- Maintains accounting department files and records.
- Review, maintain and control the transaction to Account Payable, Work in Progress, Loan Management and Receivables.
- Prepare Financial reports as required by your direct report.
- Answers, screens, and directs incoming telephone calls.
- Performs general clerical duties including but not limited to filing, photocopying, faxing, typing, and mailing.
- Assists with special accounting projects as needed.
- Performs other related duties as assigned by management.
Accounts Payable
- Collect, organize, and electronically catalog all approved invoices on a monthly basis for each project.
- Reconcile accounts payable balances with vendor statements to ensure accuracy.
- Coordinate with project managers to gather invoices before submission deadlines.
- Verify that all invoices are properly approved and coded to the correct job cost accounts.
- Assist in preparing financial draws and capital calls.
- Record and monitor invoice payments, ensuring deadlines are met.
Contract Management
- Prepares, negotiates, and reviews company contracts
- Ensures contracts are in compliance with applicable laws and regulations
- Develops and drafts business proposals for strategic partnerships and similar deals
- Assures all necessary clauses and details are included in contracts
- Remains up-to-date with legislative changes that could affect current and future contracts
- Coordinates with legal and compliance departments when necessary
- Maintains an organized system of physical and digital records
- Prepare sales and purchase contracts
- Negotiate contract terms with internal and external business partners
- Explain terms and conditions to managers and interested parties
- Ensure that employees understand and comply with company contracts
- Analyze potential risks involved with specific contract terms
- Stay up-to date with legislative changes and coordinate with the legal department as needed
- Ensure all deadlines and conditions described on contracts are met (e.g. payments and shipping)
- Maintain organized system of physical and digital records
- Create language standards for existing and new contracts
- All other duties assigned by management
Cost Control
- Prepare and maintain commission schedules for both external and internal sales staff, including the Sales Director.
- Ensures contracts are in compliance with applicable laws and regulations.
- Maintain organized system of physical and digital records.
- Create language standards for existing and new contracts.
Knowledge, Skills and Abilities (KSA’s):
- Attention to detail
- Proven work experience as a Contract Administrator, Accounting Specialist or relevant role
- Knowledge of legal requirements involved with contracts
- Familiarity with accounting procedures
- Excellent writing skills
- Keen attention to detail, with an ability to spot errors
- Strong analytical and organizational skills
- Ability to work with varying seniority levels, including staff, managers and external partners
- Fundamental knowledge of construction techniques, building materials, standards and equipment
- Ability to read, analyze and interpret legal documents, financial reports and technical documents
- Ability to apply arithmetic concepts such as fractions, ratios and proportions to real scenarios
- Basic understanding of purchasing and supply chain procedures
- Proficiency in common office applications
- Good understanding of standard operating procedures (SOPs) and occupational, safety and environmental regulations and law
- Time management and problem-solving skills
- Verbal and written communication skills
Minimum Requirements:
- Bachelor’s degree preferable in Accounting, Finance, Business Administration, or related field.
- Minimum of 3 years' experience in a similar role.
- Expert-level proficiency in Microsoft Excel (including Macros, Pivot Tables, Dashboards, Data Automation, and CSV Integration).
- Proficient in QuickBooks and SAGE accounting systems.
- Strong analytical, organizational, and communication skills.
- Ability to manage multiple priorities, meet deadlines, and work effectively in a fast-paced environment.
- Has strong negotiation and mediation skills
- Knowledge of legal requirements involved with contracts
Physical Demands and Work Environment:
- Continually required to sit for extended periods.
- The noise level is moderate to high.
- Onsite Required. his is not a remote eligible position.
Ability to commute/relocate:
- Miami, FL 33137: Reliably commute or planning to relocate before starting work (Required)
Work Location: In person - this is not a remote position