Accounts Receivable Specialist

JOB DESCRIPTION

Accounts Receivable Specialist – HOA/Condominium Property Management

Position Overview

The Accounts Receivable Specialist is responsible for managing and maintaining accurate accounts receivable records for a portfolio of Homeowners Associations (HOAs) and Condominium Associations. This position supports the timely collection and accurate posting of association assessments, fees, and other receivables while providing responsive service to homeowners, Board members, and internal stakeholders.

The ideal candidate is highly organized, detail-oriented, customer-service focused, and experienced in accounts receivable within the HOA, condominium, property management, or related industry.

Core Responsibilities

• Manage daily accounts receivable activities for assigned HOA and condominium association portfolios.
• Accurately post homeowner and unit owner payments, assessments, fees, credits, and adjustments to association accounts.
• Monitor outstanding balances and identify delinquent accounts requiring follow-up.
• Review homeowner account ledgers for accuracy and resolve discrepancies in a timely manner.
• Process and reconcile electronic payments, checks, ACH payments, lockbox deposits, and other payment methods.
• Prepare and distribute account statements, payment confirmations, and other homeowner account documentation.
• Respond to homeowner and association inquiries regarding account balances, payments, assessments, late fees, and account history.
• Coordinate with Community Association Managers (CAMs), Portfolio Managers, Association Managers, and accounting teams regarding account issues and collections.
• Assist with the preparation and posting of recurring monthly assessments and special assessments.
• Review and process account adjustments, charge reversals, refunds, and credits in accordance with company and association policies.
• Monitor delinquent accounts and assist with the collections process, including demand letters, payment arrangements, and escalation of accounts in accordance with association policies and applicable regulations.
• Coordinate with collection attorneys and third-party collection agencies when accounts are referred for further collection activity.
• Maintain accurate documentation of collection activities, correspondence, payment arrangements, and account resolutions.
• Perform regular account reconciliations and research discrepancies between accounting records, bank activity, and homeowner ledgers.
• Assist with month-end and year-end accounting activities related to accounts receivable.
• Support the preparation of accounts receivable reports, aging reports, delinquency reports, and other financial reporting as requested.
• Assist with annual assessment increases, special assessments, late fee assessments, and other association billing activities.
• Maintain confidentiality of homeowner and association financial information.
• Ensure all transactions and account activity are processed in accordance with company procedures, association governing documents, and applicable laws and regulations.
• Collaborate with internal departments to ensure accurate and timely resolution of homeowner account issues.
• Perform other accounting and administrative duties as assigned.

Qualifications

• High School Diploma or equivalent required.
• Associate's or Bachelor's degree in Accounting, Finance, Business Administration, or a related field preferred.
• Two (2) or more years of accounts receivable, accounting, collections, or property management experience preferred.
• HOA, condominium, community association, or property management experience strongly preferred.
• Experience working with homeowners or unit-owner accounts highly desirable.
• Experience with CINC Software Systems preferred.
• Strong understanding of accounts receivable processes, payment posting, reconciliations, and collections.
• Proficiency with Microsoft Office, particularly Excel.
• Experience with property management or community association management software preferred.
• Strong attention to detail and accuracy.
• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Ability to handle confidential financial information professionally.
• Ability to prioritize multiple tasks and meet established deadlines.
• Strong customer service and problem-solving skills.
• Ability to work effectively with homeowners, Board members, vendors, managers, attorneys, and internal departments.

Key Skills

• Accounts Receivable
• HOA & Condominium Accounting
• Homeowner Assessment Billing
• Payment Posting & Reconciliation
• Delinquency & Collections
• Bank & Lockbox Reconciliation
• Special Assessment Processing
• Financial Accuracy
• Customer Service
• Problem Solving
• Organization & Time Management
• Communication
• Accountability
• Confidentiality
• Team Collaboration
• Collections & Follow-Up
• Analytical Thinking
• Microsoft Excel
• Property Management Accounting Software

Work Requirements

• Ability to work primarily in a professional office environment with frequent communication with homeowners, association managers, Board members, vendors, attorneys, and other internal and external stakeholders.
• Ability to sit and work at a computer for extended periods.
• Ability to communicate effectively by phone, email, and in person.
• Ability to perform repetitive computer and administrative tasks.
• Ability to occasionally lift or move office materials weighing up to 20 pounds.