Administrative Assistant/ Accounts Receivable

Accounts Receivable / Administrative Assistant – Condominium Associations

Job Summary

We are seeking an organized, detail-oriented professional to manage accounts receivable and provide administrative support for our condominium associations. Responsibilities include maintaining homeowner accounts, processing payments, preparing delinquency reports, communicating with board members and homeowners, and supporting association meetings and annual budgets. This position requires accuracy, reliable follow-through, and professional customer service.

Duties

• Maintain accurate homeowner account records, including association dues, assessments, payments, credits, and approved fees.
• Receive and record checks, issue receipts, prepare deposits, and ensure payments are applied to the correct accounts.
• Review account balances, research discrepancies, reconcile payment records, and respond to homeowner billing questions.
• Prepare delinquency reports and collection notices; follow up on outstanding balances according to association policies and management direction.
• Prepare board correspondence and provide timely updates regarding delinquent accounts, payment arrangements, and other association matters.
• Prepare and distribute meeting notices, assemble meeting packets, and assist with annual meeting preparation.
• Prepare annual budget drafts and supporting schedules for management and board review.
• Assist with condominium closing documents, including resale certificates, lender questionnaires, account balance statements, and related requests.
• Respond to homeowner, board member, lender, and real estate professional inquiries by phone and email.
• Handle miscellaneous condominium administrative requests, maintain organized association records, and track requests through completion.
• Coordinate with management and accounting staff to meet reporting deadlines and protect confidential financial and homeowner information.
• Send violation notices via our management platform Appfolio Property Manager
• Maintain Various Spreadsheets

Experience and Qualifications

• Experience in accounts receivable, bookkeeping, accounting support, or a related administrative role preferred.
• Condominium association, HOA, or property management experience is a plus.
• Working knowledge of payment processing, account reconciliation, delinquency reporting, and basic accounting principles.
• Proficiency in Microsoft Excel, Word, and Outlook; experience with AppFolio or similar property management software is helpful.
• Strong written and verbal communication skills, with the ability to handle billing questions and sensitive account matters professionally.
• Accurate data entry, strong attention to detail, and the ability to manage multiple associations, deadlines, and competing requests.
• Dependable follow-through and a commitment to responsive customer service.

Pay: $18.00 - $22.00 per hour

Expected hours: 30.0 – 38.0 per week

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person