Office associate for an oceanfront association in Northern Palm Beach County, CAM license not required. Will specialize in customer service, accounts payable and accounts receivable. Will be the backbone supporting the financial operations, ensuring seamless processing of invoices, payments and receivables while maintaining accurate records. This position offers an exciting opportunity to contribute to the association that values precision, teamwork and continuous improvement.
Requirements:
* Minimum of 5 years of relevant office administrative or customer service experience.
* Outstanding organizational abilities.
* Advanced proficiency in Microsoft Excel and Word.
* Experience with office platforms/software, Enumerate preferred.
* Excellent analytical and communication skills.
* Strong attention to detail, with proven ability to prioritize and organize tasks.
* Demonstrated capability to consistently deliver high quality results in a fast paced environment.
* Degree in finance, accounting or a related field is desirable.
Responsibilities:
Owner Needs/Communications:
* Handle resident billing inquiries by phone, email and in person.
* Share financial updates and newsletters with residents.
* Maintain website and post association documents.
* Train owners on using the payment portal.
* Help owners set up banking for monthly payments.
* Assist with entry fobs and parking pass.
Accounts Receivable:
* Responsible for collecting monthly association dues and special assessments from residents in accordance with the established collection policy. Duties include downloading overdue owner reports, contacting owners by phone, maintaining detailed logs of all communications and payment commitments and ensuring consistent follow up until payments are received.
* Support the general manager to draft and send late assessment notices each month.
* Deposit all checks daily, prepare deposit package with backup and enter transactions into Enumerate.
* Review total of check deposits against bank statement to ensure all matches.
* Ensure timely resolution of any returned payments and NSF checks through direct coordination with the bank, accountant and the owner.
* Submit weekly and monthly overdue receivable reports, including relevant comments, to the general manager and board.
* Collaborate with the accounting/bookkeeping firm by providing prompt responses to all inquiries.
* Assist board members with new bank account openings, updating signature cards and maintaining all related records.
Vendor/Accounts Payable:
* Manage vendor onboarding and updates in Enumerate, including W9s and master data collection.
* Assess 1099 eligibility per procedures.
* Code invoices.
* Review invoices to ensure they match contracts or approved quotes. Advise the general manager of any discrepancies.
* Process and submit invoices promptly and pay invoices according to contract payment terms.
Compliance, Procedures and Recordkeeping:
* Prepare all necessary documentation for the board, accountants and auditors.
* Responsible to assist in documenting all office procedures.
* Prepare and distribute meeting agendas and minutes for budget meetings and other meetings.
Administrative Tasks:
* Handle contractor sign in and obtain certificates of insurance.
* Support the general manager and front desk agent by greeting residents, answering calls, handling inquiries, managing office supplies, collaborating with staff and updating records.
* Assist the board with administrative tasks.
* Email invoices or contracts, run reports, vendor payment history reports, etc. Job #12979
They list the salary as $40,000-$60,000.
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