Accounts Payable Specialist
Terra West Management Services
Job Description
Job Description
Description:
Company Culture & Core Values:
About Terra West Management Services
At Terra West, we don’t just manage communities—we help them thrive. With over 40 years of expertise in community association management, we partner with HOA Boards to deliver excellence in operations, compliance, and community care. Our culture is rooted in respect, collaboration, and a relentless commitment to service. We believe people come first—our clients, our residents, and our team.
Our Core Focus
We exist to empower community leaders and enrich neighborhoods to Inspire Community by providing proactive guidance, professional management, and exceptional customer service. Every action we take is aimed at fostering vibrant, well-run communities where people feel heard, supported, and proud to live.
Our Core Values – We I.N.S.P.I.R.E. Excellence
- Integrity – We do what’s right, even when no one is looking.
- Nurture – We invest in people, relationships, and growth.
- Service – We exceed expectations with every interaction.
- Passion – We bring energy and purpose to all we do.
- Innovation – We embrace change and lead with forward-thinking solutions.
- Resilience – We stay strong, adaptable, and solution-focused in every challenge.
- Empathy – We listen, understand, and lead with compassion.
At Terra West, you’re not just taking a job—you’re joining a values-driven team that’s redefining excellence in community management.
Position Summary
The Accounts Payable Clerk is responsible for processing vendor invoices and payments for a portfolio of homeowner associations. This role ensures invoices are accurately coded, approved, and paid in accordance with HOA governing documents, management agreements, and internal controls. The AP Clerk works closely with Community Managers, Accounting, and vendors to support timely and accurate HOA financial operations.
Reporting To: Accounting Supervisor
Key Responsibilities
- Process vendor invoices for HOA associations, including utilities, maintenance, landscaping, and contracted services
- Verify invoice accuracy, proper coding, and approval prior to posting
- Enter invoices into the HOA/property management accounting system
- Prepare and assist with weekly payment runs (checks, ACH, wires)
- Maintain vendor records, W-9s, and payment terms
- Resolve invoice discrepancies, duplicate payments, and vendor inquiries
- Monitor AP aging and follow up on outstanding or disputed items
- Ensure compliance with HOA governing documents, management agreements, and internal controls
- Support month-end close activities related to accounts payable
Qualifications
- High school diploma or equivalent required; Associate’s or Bachelor’s degree in Accounting or Finance preferred
- 2+ years of accounts payable experience; HOA or property management experience strongly preferred
- Familiarity with HOA/property management accounting systems (Vantaca, AppFolio, TOPS, CINC, or similar preferred)
- Basic understanding of general ledger coding
- Proficiency in Microsoft Excel and accounting software
Key Competencies
- Strong attention to detail and accuracy
- Ability to manage multiple associations and deadlines
- Clear communication with internal teams and vendors
- Organized, dependable, and process-driven
- Ability to work in a fast-paced, deadline-oriented environment
WORK POSTURE REQUIREMENTS
DESCRIPTION
N/A
RARELY
OCCASIONALLY
FREQUENTLY
CONSTANTLY
Sitting
x
Standing
x
Walking
x
Driving
x
Bending (from waist)
x
Crouching (squat)
x
Kneeling
x
Crawling
x
Climbing (stairs)
x
Climbing (ladder)
x
Twisting
x
Reaching
x
Writs Motion
x
CARRYING REQUIREMENTS
ITEM
DESCRIPTION
Items Carried:
Files / Board books
Distance:
50 steps
Times per day:
5
Maximum Weight:
5 pounds
MOVING/LIFTING REQUIREMENTS
ITEM
DESCRIPTION
Items Moved/Lifted:
Paper files
Times Per Day:
5
Maximum Weight:
3 pounds
MOVING/LIFTING LEVELS/HEIGHTS
LEVEL
FREQUENCY
Floor:
Occasionally
Knee:
Rarely
Waist:
Occasionally
Chest:
Occasionally
Overhead:
Occasionally
PUSH PUL REQUIREMENTS
ITEM
FREQUENCY
Furniture:
Frequently
Shampooer:
None
Vacuum:
None
Utility Cart:
None
ENVIRONMENTAL CONDITIONS
Condition
Yes
No
Inside/Outside
x
Hot/cold Temperatures
x
Wet
x
Noise
x
Power Equipment
x
Traffic Hazards
x
Chemical Hazards
x
Heights
x
Dust
x
Close Quarters
x
Fumes/Odors
x
EEO/Drug Free Workplace
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