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 a 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 The Welcome Committee: 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. Community Connection: Handle resident billing inquiries by phone, email, and in person with a helpful, friendly attitude. Tech Guide: Train owners on using the online payment portal and assist them in setting up direct banking for monthly payments. Property Access: Assist residents with entry fobs, parking passes, and coordinate contractor sign‑ins (including collecting certificates of insurance). Digital Communication: Share financial updates and community newsletters, maintain the community website, and post official Association documents. Accounts Receivable (AR) & Financial Controls Dues Management: 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. Late Assessments: Support the GM in drafting and sending Notices of Late Assessment ("NOLA") by the end of each month. Daily Deposits: Deposit checks daily, prepare deposit packages with full backups, enter transactions into the system, and reconcile total check deposits against bank statements. Reporting & Collaboration: 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. Banking Records: Assist Board members with opening new bank accounts, updating signature cards, and maintaining precise financial records. Vendor Relations & Accounts Payable (AP) Vendor Onboarding: Manage vendor onboarding and updates within the database, including collecting W9s, master data, and assessing 1099 eligibility. Smart Coding: Review invoices against contracts or approved quotes, code them using budgeted GL codes, and process them promptly according to payment terms. Go Paperless: Maintain a clean digital footprint by creating digital files of vendor contracts, 1099s, and insurance certificates on shared drives. Compliance & Administrative Excellence Meeting Prep: Prepare and distribute meeting agendas and minutes for Board budget meetings and other community sessions. Audit & Procedure Support: Under GM supervision, prepare documentation for Boards, accountants, and auditors, while helping document all internal office procedures. What You Bring to the Table Experience: Minimum of 5 years of relevant office administration, customer service, or property management office experience. Financial Savvy: A strong grasp of basic bookkeeping (AP/AR). A degree in finance, accounting, or a related field is highly desirable! Tech-Minded: Advanced proficiency in Microsoft Excel and Word. Experience with property management software ( Enumerate is a massive plus!) and managing digital shared drives. Organizational Superpowers: Outstanding analytical skills, a laser‑focused attention to detail, and a proven ability to prioritize tasks in a fast‑paced environment. Communication Champ: 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 #J-18808-Ljbffr PrideStaff