AP/AR Representative

The AP/AR Team Rep handles the day-to-day accounting operations for multiple community associations, including accounts payable and accounts receivable. This role also serves as a subject matter expert for Caliber and Strongroom Payables, ensures timely and accurate processing, implements best practices and upholds compliance with internal controls, company policies, and governing documents.

Duties and Responsibilities

Accounts Payable (Strongroom Payables)

• Administer and optimize Strongroom Payables for all vendor payments.

• Review invoices uploaded through Strongroom for coding accuracy and proper approval routing.

• Ensure invoices are properly matched to contracts where applicable.

• Monitor approval queues, follow up on pending items, and resolve exceptions within Strongroom.

• Respond to vendor and manager inquiries regarding payments and their status(es).

• Maintain vendor records, W-9s, and ensure compliance with 1099 reporting.

Accounts Receivable

• Process settlements for both new sales and resales within the accounting system, ensuring proper posting of assessment prorations, transfer fees, and account updates in compliance with association policies.
• Oversee homeowner billing and assessment processing, payment posting, and reconciliation of bank deposits.
• Respond to homeowner inquiries regarding payments and billing.
• Monitor AR aging reports, ensure proper handling of late fees, and support collection efforts per association policies.
• Coordinate with community managers and collection partners on delinquent accounts.

Qualifications/KSA’s

• 2+ years of accounting experience with hands-on AP and/or AR responsibility.
• Prior experience in community association or property management accounting preferred.
• Hands-on experience with Strongroom Payables (AvidXchange) or similar electronic payables systems required.
• Familiarity with HOA/condo accounting software such as CINC or Caliber preferred.
• Deep understanding of AP and AR cycles, general ledger, and some understanding of financial reporting.
• Proficiency with Excel and accounting system integrations.
• Excellent communication skills and ability to interact with managers, vendors, and board members professionally.
• Strong analytical, problem-solving, and organizational skills.
• Commitment to accuracy, confidentiality, and adherence to financial best practices.

Work Environment

Standard office work setting. Some overtime may be required during month-end, year-end, or audit periods.