Office Associate

Office Associate (Customer Service, AP, & AR)

Location: Singer Island / Riviera Beach area, FL

Position Type: Full-Time

Offered By: PrideStaff (Recruiting on behalf of our client)

Escape to the Waterfront: Your Next Career Move!

Imagine coming to work every day to an breathtaking, upscale oceanfront complex situated on a sprawling 11-acre tropical property. PrideStaff is thrilled to recruit for a premier waterfront property owners association on beautiful Singer Island. We are seeking a dynamic, high-energy Office Associate who specializes in exceptional customer service, Accounts Payable (AP), and Accounts Receivable (AR).

In this vital role, you will be the financial and administrative backbone of a vibrant community. If you are a precise, numbers-savvy professional who thrives in a collaborative, team-oriented environment and loves interacting with people, this slice of paradise is looking for you!

The Impact You Will Make

Resident Relations & Front-Facing Support

• Partner with the Front Desk Agent to greet residents, answer calls, manage office supplies, and assist the General Manager and Board of Directors with day-to-day tasks.
• Handle resident billing inquiries by phone, email, and in person with a helpful, friendly attitude.
• Train owners on using the online payment portal and assist them in setting up direct banking for monthly payments.
• Assist residents with entry fobs, parking passes, and coordinate contractor sign-ins (including collecting certificates of insurance).
• Share financial updates and community newsletters, maintain the community website, and post official Association documents.

Accounts Receivable (AR) & Financial Controls

• Collect monthly association dues and special assessments. Download overdue reports monthly, contact owners, maintain detailed communication logs, and follow up diligently until payments are received.
• Support the GM in drafting and sending Notices of Late Assessment ("NOLA") by the end of each month.
• Deposit checks daily, prepare deposit packages with full backups, enter transactions into the system, and reconcile total check deposits against bank statements.
• Submit weekly and monthly overdue receivable reports to the General Manager and Board Presidents. Work closely with the external accounting/bookkeeping firm to resolve returned payments or NSF checks.
• Assist Board members with opening new bank accounts, updating signature cards, and maintaining precise financial records.

Vendor Relations & Accounts Payable (AP)

• Manage vendor onboarding and updates within the database, including collecting W9s, master data, and assessing 1099 eligibility.
• Review invoices against contracts or approved quotes, code them using budgeted GL codes, and process them promptly according to payment terms.
• Maintain a clean digital footprint by creating digital files of vendor contracts, 1099s, and insurance certificates on shared drives.

Compliance & Administrative Excellence

• Prepare and distribute meeting agendas and minutes for Board budget meetings and other community sessions.
• Under GM supervision, prepare documentation for Boards, accountants, and auditors, while helping document all internal office procedures.

What You Bring to the Table

• Minimum of 5 years of relevant office administration, customer service, or property management office experience.
• A strong grasp of basic bookkeeping (AP/AR). A degree in finance, accounting, or a related field is highly desirable!
• Advanced proficiency in Microsoft Excel and Word. Experience with property management software (Enumerate is a massive plus!) and managing digital shared drives.
• Outstanding analytical skills, a laser-focused attention to detail, and a proven ability to prioritize tasks in a fast-paced environment.
• Excellent written and verbal communication skills; comfortable interacting with senior executives, board members, vendors, and high-end property residents alike.

Ready to level up your administrative career by the water? Apply today via PrideStaff!

Compensation / Pay Rate (Up to): $19.00 - $22.00 Per Hour