Office Associate – Accounting Specialist (HOA/Condo)

About the Role: PrideStaff is seeking an organized Office Associate with strong accounting skills to anchor the financial operations of a premier, 11-acre oceanfront resort-style condominium complex. This vital role focuses heavily on Accounts Receivable (AR), Accounts Payable (AP), and resident financial customer service. If you value financial precision, teamwork, and want to support a luxury community, we want to hear from you.

Key Responsibilities:

Accounts Receivable (A/R) & Owner Financials:

• Dues & Collections: Collect monthly association dues and special assessments. Download overdue reports, contact owners, log communications, and consistently follow up on outstanding balances.
• Late Notices: Support the General Manager in drafting and issuing Notices of Late Assessment (NOLA) monthly.
• Banking & Deposits: Process and deposit all checks daily, log transactions into Enumerate, and reconcile deposits against bank statements. Promptly resolve returned payments/NSF checks.
• Reporting: Submit weekly and monthly overdue receivable reports to the GM and Board Presidents.
• Owner Support: Help residents resolve billing inquiries, train owners on the online payment portal, and assist with setting up direct-debit banking.

Accounts Payable (A/P) & Vendor Management:

• Invoice Processing: Code invoices using budgeted G/L codes, verify they match contracts/quotes, and process them promptly according to payment terms.
• Vendor Onboarding: Manage vendor onboarding in Enumerate, including collecting W9s, managing 1099 eligibility, and maintaining digital vendor files.

Compliance & Recordkeeping:

• Assist the CPA/bookkeeping firm with financial inquiries and help the GM prepare documentation for Boards, accountants, and auditors.
• Assist Board members with new bank account openings and updating signature cards.
• Maintain the community website, financial document portals, and digital record retention systems.

Qualifications:

• Experience: 2+ years of bookkeeping, accounting, or A/R and A/P experience (HOA, Condo, or Property Management experience highly preferred).
• Software: Proficiency in property management/accounting software (experience with Enumerate/TOPS is a major plus).
• Skills: Exceptional attention to detail, strong collections/communication skills, and a tech-savvy mindset suitable for a paperless office environment.
• Traits: Professional, patient when dealing with residents, and highly organized.

Great Opportunity !