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Job Description
Job Description
CONTROLLER
POSITION SUMMARY
The Controller is responsible for the overall financial administration of the condominium and homeowner associations. This position provides leadership and oversight for association accounting, treasury management, financial reporting, budgeting, banking, audits, special assessment administration, and regulatory compliance.
The Controller ensures the integrity and accuracy of all financial records, establishes and maintains sound internal controls, coordinates annual audits and tax reporting, and serves as the primary financial resource for management, Boards of Directors, auditors, financial institutions, and regulatory agencies.
This position also provides leadership to the accounting department by developing efficient processes, supporting staff, ensuring continuity of operations through cross-training, and continually improving financial systems and procedures.
KEY RESPONSIBILITIES
Financial Leadership & Oversight
- Provide leadership and oversight of all association accounting functions.
- Ensure the accuracy, completeness, and timeliness of financial reporting.
- Develop, implement, and maintain sound accounting procedures and internal controls.
- Recommend improvements to accounting systems, workflows, and financial processes.
- Provide financial guidance and support to company leadership and community association Boards of Directors.
- Maintain confidentiality of all financial information.
Association Financial Reporting
- Review and approve monthly financial statements for managed associations.
- Prepare and post adjusting journal entries.
- Post assessment charges and ensure assessment accuracy.
- Determine and process monthly reserve transfers.
- Prepare customized financial reports and analyses as requested by Boards of Directors and management.
- Respond to Board member financial inquiries.
Corporate Accounting
- Manage accounts payable and accounts receivable.
- Complete monthly corporate financial statements.
- Assist in preparing annual operating budgets.
- Reconcile corporate credit card accounts.
Treasury & Banking Management
- Monitor Positive Pay banking systems.
- Establish new association bank accounts and lockbox services.
- Maintain bank signature cards and authorized signers.
- Open, monitor, and renew Certificates of Deposit (CDs).
- Maintain banking records and tracking spreadsheets.
- Coordinate closure of prior banking relationships during community transitions.
- Monitor the successful transition of utility accounts and banking services for newly acquired associations.
Audit, Tax & Regulatory Compliance
- Coordinate annual financial audits and tax return preparation with outside CPA firms.
- Prepare financial schedules and supporting documentation required for audits.
- Respond to audit confirmations and questionnaires regarding accounts receivable and accounts payable.
- Track tax return preparation and filing deadlines.
- Process EFTPS tax payments as required.
- Respond to IRS and state tax notices.
- Coordinate updates to federal and state tax records, including legal address changes.
- Complete condominium questionnaires involving financial, legal, rental, structural, and special assessment information.
Budgeting & Financial Planning
- Assist with annual operating budget preparation.
- Develop reserve funding forecasts.
- Assist management with long-term financial planning.
- Prepare financial projections related to capital improvement projects and special assessments.
Special Assessment & Loan Administration
- Develop owner assessment allocation schedules.
- Prepare project cost projections.
- Monitor capital project expenditures compared to approved budgets.
- Forecast reserve funding requirements.
- Manage Lines of Credit associated with capital projects.
- Calculate homeowner payoff amounts.
- Coordinate quarterly loan principal reductions and loan re-amortizations.
New Association Financial Onboarding
- Establish accounting records for newly acquired associations.
- Configure associations within software program, including assessment schedules, charge codes, billing, an
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