Billing Associate

Job Summary:

The Billing Associate is responsible for managing billing, collections, accounts payable processing, and administrative tasks to support the financial health and smooth operations of the Property Management Office. The role ensures accurate financial recording, compliance with internal policies, prompt processing of payments, excellent resident service, and efficient document management.

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Key Responsibilities:

A. Billing, Collection & Financial Management

• Manage financial health of Homeowners Association, ensuring fiscal responsibility and financial stability.
• Ensure timely issuance and distribution of Statements of Account (SOA), and release of default notices and collection notices to home/lot owners
• Properly record payments from lot owners/homeowners/tenants.
• Properly record payments for revenue and non-revenue transactions
• Ensure timely daily bank deposits of collections and secure undeposited funds in a vault/cabinet under lock and key.
• Monitor and deposit PDCs promptly
• Prepare/encode transactions for financial reporting processes.
• Address billing inquiries and concerns from unit owners in a timely and professional manner.

·       Act as the Petty Cash Custodian; release petty cash safe and secure, all transactions with complete receipts and documents, cash balance regularly to ensure accuracy, submit summary reports and process request fund replenishment

• Consistently communicate financial updates, notices, and community information to residents.

B. Accounts Payable Processing

• Review, verify, and process invoices and payment requests.
• Match purchase orders, invoices, and receiving documents for accuracy.
• Code invoices to the appropriate general ledger accounts.
• Enter and upload invoices into the accounting system.
• Prepare Requests for Payment (RFP) to suppliers, contractors, utilities, government agencies, and others.
• Validate and ensure completeness of attachments for RFPs, cash advances, job orders, etc.
• Reconcile vendor statements and resolve any discrepancies.
• Respond promptly and professionally to vendor inquiries.
• Maintain organized accounts payable files and records.
• Generate reports related to accounts payable as needed.
• Ensure compliance with internal controls, accounting policies, and audit requirements.

C. Administrative & Office Support

• Serve as the day-to-day coordinator of administrative operations regarding financial and payment and collection transactions.
• Attend to all concerns received from unit owners/homeowners/tenants and endorse to concerned personnel (Board of Directors, Property Manager, Assistant Property Manager/Cashier)
• Receive and route all documents, communications, and requests to appropriate personnel (e.g., BOD, Property Engineer, Property Manager, Accounting).
• Maintain and update the Master list of unit owners/homeowners/tenants and ensure proper filing of owners’ and residents’ 201 file folders.
• Safekeep all physical and digital documents (e.g., memos, board documents, financial records, correspondences, permits, as-built plans) and ensure timely routing, logging, and monitoring of documents.
• Support communication efforts, ensuring circularization of all scheduled and unscheduled PMO activities, community updates, and newsletters.
• Maintain professional, courteous communication with residents, suppliers, contractors, and colleagues.

D. Compliance & Governance

• Ensure compliance with Policies and Process implemented by the HOA.
• Ensure knowledge and understanding of House Rules, Violations, MDDR/DOR provisions, guidelines, and any updates/revisions to these processes and guidelines at all times.
• Meet expectations of BOD in the conduct of Property Management Services, achieving a positive rating from the Board.
• Comply with attendance policies of the HOA

E. Team Management & Development

• Attendance and participation during HOA-initiated activities and trainings
• Ensure knowledge and familiarization with basic SOPs and ERT protocols.

F. Safety & Emergency Preparedness

• Attend/participate in monthly ERT Drills/Building Emergency Drills.

G. Miscellaneous

• Perform all other duties deemed necessary from time to time