Position Summary
We’re a community association management company serving HOAs, COAs, and Co-Ops and we’re hiring an in-office accounting operations specialist to help manage the day-to-day accounting execution for a portfolio of approximately 45+ communities. This role is hands-on: monthly financial packages, AP/AR, daily bank activity, and full accounting support for onboarding/offboarding communities.
Key Responsibilities
Accounts Payable (AP) + Vendor Management
- Process vendor invoices accurately: coding, splitting invoices when needed, updating billing addresses, maintaining clean documentation and invoice correspondence.
- Review invoices for past-due balances and verify details directly with vendor portals when required; document notes clearly.
- Route/enter invoices into CINC and support internal approval workflows.
- Communicate with vendors by phone/email to resolve billing and payment questions.
Payments, Accounts Receivable (AR) + Deposit Posting
- Post payments and handle occasional phone/online payments as needed.
- Post incoming lockbox files and returned payments to the correct owner ledgers.
- Support vendor online payments and maintain payment tracking logs/spreadsheets for status reporting and accuracy.
Bank Reconciliations + Month-End Execution
- Complete daily bank reconciliations and keep banking activity clean and current.
- Assist with reconciliation work to support accurate financial records and month-end close.
Monthly Financial Packages + Reporting
- Prepare monthly financial packages for associations (timely, accurate, board-ready).
- Assemble invoice packages and supporting documentation when required.
Community Onboarding & Offboarding
- Perform accounting setup for new association onboarding (system setup, banking/owner billing alignment, vendor/account structures).
- Handle accounting steps for offboarding communities to ensure clean transitions and complete handoff documentation.
Additional Accounting Operations (as needed)
- Enter budgets and coordinate mailings (Letterstream or similar processes).
- Process payroll items (PT & SL) when assigned.
- Bill back legal fees, handle fee waivers, and process reimbursements/refunds.
- Support renewal contracts, weekly billables processing, and respond to accounting phone calls.
Required Experience & Qualifications
- 2+ years operations accounting experience, with association accounting (HOA/COA/Co-Op) required.
- Proven experience producing monthly financials and packages for multiple entities/communities
- Strong AP processing background (invoice coding, splitting, documentation control, vendor communication)
- Comfortable with daily banking activity and reconciliations
- Organized, deadline-driven, and detail-focused (portfolio workload is steady)
- Proficient with Excel/Google Sheets
Preferred
- CINC experience (big plus)
- Experience with lockbox processing, returned payment handling, and owner ledger posting
What This Role Supports
- Portfolio of approximately 45+ communities
- This is an In-office position with collaboration with operations/accounting team and community managers
