Accounts Receivable Specialist

Overview

About Terra West Management Services

Terra West Management Services partners with HOA Boards to deliver excellence in operations, compliance, and community care. With over 40 years of expertise in community association management, our culture is rooted in respect, collaboration, and service. We believe people come first—our clients, residents, and our team.

Essentials

At Terra West, you’re joining a values-driven team redefining excellence in community management.

Position Summary

The HOA Accounts Receivable Specialist is responsible for managing the billing, collection, and posting of homeowner assessments, fees, and other receivables. This role ensures accurate and timely financial reporting, maintains positive homeowner relationships, and supports the accounting department in maintaining compliance with GAAP and HOA policies.

• Billing & Invoicing: Prepare and issue monthly assessment statements, special assessments, and other billing as required. Ensure accurate account coding and posting in the HOA management software (e.g., Vantaca).
• Collections & Payment Processing: Monitor delinquent accounts and initiate collection procedures, including reminder notices, phone calls, and payment plans. Process payments received via lockbox, online portals, checks, and other methods. Reconcile payments with homeowner accounts and resolve discrepancies promptly.
• Account Reconciliation & Reporting: Reconcile A/R subsidiary ledgers with the general ledger monthly. Prepare reports on delinquent accounts, aging schedules, and collections activities for management and the board of directors. Assist with annual audits and year-end reporting as needed.
• Customer Service & Communication: Respond to homeowner inquiries regarding statements, balances, and payment options in a professional and timely manner. Maintain documentation of communications, payment arrangements, and collections efforts.
• Process Improvement & Compliance: Identify opportunities to streamline A/R processes and improve efficiency. Ensure compliance with HOA governing documents, state regulations, and accounting standards.

• 1–3 years of accounts receivable or bookkeeping experience, preferably in HOA, property management, or condominium accounting.
• Proficiency with accounting software
• Strong attention to detail, organizational skills, and ability to manage multiple accounts.
• Excellent written and verbal communication skills.
• Knowledge of GAAP and HOA financial procedures is a plus.

Office-based position, typically Monday–Friday.

• Timely and accurate billing and payment posting.
• Reduction of delinquent accounts and improvement in collections.
• Accuracy of reconciliations and reports.
• Maintain accounts receivable records both on paper and electronic.
• Other duties as may be assigned.

• Work Posture: N/A
• Occasionally to Frequently:
  Sitting, Standing, Walking, Reaching, Twisting, Writs Motion
• Carrying/Moving:
  Items Carried (files/board books) up to 5 pounds;
  Paper files up to 3 pounds (5 times per day)
• Environment:
  Inside/Outside, Hot/Cold, Wet, Noise, Fumes/Odors, Close Quarters

EEO/Drug Free Workplace