Accounts Receivable Clerk

Job Description

Job Description

Description:

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.

Essential Functions

Position Summary:

The HOA Accounts Receivable Specialist is responsible for managing the billing, collection, and posting of homeowner assessments, fees, and other receivables. This role ensures accurate and timely financial reporting, maintains positive homeowner relationships, and supports the accounting department in maintaining compliance with GAAP and HOA policies.

Key Responsibilities:

Billing & Invoicing:

Prepare and issue monthly assessment statements, special assessments, and other billing as required.

Ensure accurate account coding and posting in the HOA management software (e.g., Vantaca)

Collections & Payment Processing:

Monitor delinquent accounts and initiate collection procedures, including reminder notices, phone calls, and payment plans.

Process payments received via lockbox, online portals, checks, and other methods.

Reconcile payments with homeowner accounts and resolve discrepancies promptly.

Account Reconciliation & Reporting:

Reconcile A/R subsidiary ledgers with the general ledger monthly.

Prepare reports on delinquent accounts, aging schedules, and collections activities for management and the board of directors.

Assist with annual audits and year-end reporting as needed.

Customer Service & Communication:

Respond to homeowner inquiries regarding statements, balances, and payment options in a professional and timely manner.

Maintain documentation of communications, payment arrangements, and collections efforts.

Process Improvement & Compliance:

Identify opportunities to streamline A/R processes and improve efficiency.

Ensure compliance with HOA governing documents, state regulations, and accounting standards.

Qualifications & Skills:

1–3 years of accounts receivable or bookkeeping experience, preferably in HOA, property management, or condominium accounting.

Proficiency with accounting software

Strong attention to detail, organizational skills, and ability to manage multiple accounts.

Excellent written and verbal communication skills.

Knowledge of GAAP and HOA financial procedures is a plus.

Working Conditions:

Office-based position, typically Monday–Friday.

Performance Metrics:

Timely and accurate billing and payment posting.

Reduction of delinquent accounts and improvement in collections.

Accuracy of reconciliations and reports.

Maintain accounts receivable records both on paper and electronic

Other duties as may be assigned

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