Association Ops Accounting & Onboarding Specialist; HOA​/COA​/Co-Op

Position Summary-

(must have HOA/COA/CO-OP accounting operations experience)

and we’re hiring an
in-office accounting operations specialist
to help manage the day-to-day accounting execution for a portfolio of approximately
45+ communities
. This role is hands-on: monthly financial packages, AP/AR, daily bank activity, and full accounting support for onboarding/offboarding communities.

• Process vendor invoices accurately: coding, splitting invoices when needed, updating billing addresses, maintaining clean documentation and invoice correspondence.
• Review invoices for past-due balances and verify details directly with vendor portals when required; document notes clearly.
• Route/enter invoices into
  CINC
  and support internal approval workflows.
• Communicate with vendors by phone/email to resolve billing and payment questions.

• Post payments and handle occasional phone/online payments as needed.
• Post incoming lockbox files and returned payments to the correct owner ledgers.
• Support vendor online payments and maintain payment tracking logs/spreadsheets for status reporting and accuracy.

• Complete
  daily bank reconciliations
  and keep banking activity clean and current.
• Assist with reconciliation work to support accurate financial records and month-end close.

• Prepare monthly financial packages for associations (timely, accurate, board-ready).
• Assemble invoice packages and supporting documentation when required.

• Perform accounting setup for
  new association onboarding
  (system setup, banking/owner billing alignment, vendor/account structures).
• Handle accounting steps for
  offboarding communities
  to ensure clean transitions and complete handoff documentation.

• Enter budgets and coordinate mailings (Letterstream or similar processes).
• Process payroll items (PT & SL) when assigned.
• Bill back legal fees, handle fee waivers, and process reimbursements/refunds.
• Support renewal contracts, weekly billables processing, and respond to accounting phone calls.

• 2+ years operations accounting experience
  , with
  association accounting (HOA/COA/Co-Op)required.
• Proven experience producing monthly financials and packages for multiple entities/communities
• Strong AP processing background (invoice coding, splitting, documentation control, vendor communication)
• Comfortable with daily banking activity and reconciliations
• Organized, deadline-driven, and detail-focused (portfolio workload is steady)
• Proficient with Excel/Google Sheets

• Experience with lockbox processing, returned payment handling, and owner ledger posting

• Portfolio of approximately
  45+ communities
• This is an In-office position with collaboration with operations/accounting team and community managers