Acccounting Operations Specialist

The Accounting Operations Specialist is responsible for supporting homeowner financial operations, account administration, collections processes, banking coordination, and community financial requests. This role serves as a key liaison between homeowners, management companies, banks, title companies, and internal accounting teams to ensure timely, accurate, and professional handling of homeowner financial matters and community administrative requests.

The ideal candidate is highly organized, detail-oriented, customer-focused, and capable of managing multiple priorities in a fast-paced environment while maintaining strong accuracy and responsiveness.

Key Responsibilities

Homeowner & Community Financial Administration

• Process Special Assessment (SA) payoff requests and homeowner payoff inquiries

• Prepare and manage homeowner statements, including Special Assessment billing statements

• Review and process homeowner change of ownership documentation

• Maintain and update homeowner account records within internal systems

• Create and maintain homeowner charge tables and assessment structures

• Coordinate coupon ordering and homeowner payment materials

Collections & Compliance

• Manage homeowner collections processes, including late fees and delinquency tracking

• Apply and release legal status holds in accordance with company policies and governing documents

• Coordinate with management companies, attorneys, and internal teams regarding collection matters

• Support compliance with community governing documents and financial procedures

Real Estate & Closing Support

• Process estoppel requests within required timelines

• Review resale-related emails and documentation requests

• Complete lender and title company questionnaires

• Coordinate with title companies, lenders, homeowners, and management teams during ownership transfers

Banking & Treasury Support

• Coordinate bank scanner requests and related banking setup activities

• Support banking and treasury-related administrative requests

• Assist with homeowner payment processing inquiries and banking coordination

Tax & Regulatory Support

• Assist with 1099 preparation and related documentation

• Support sales tax administration and reporting processes

• Maintain accurate records for audit and compliance purposes

Workflow & Task Management

• Monitor and review Asana tasks to ensure timely completion and follow-up

• Escalate unresolved issues or time-sensitive matters appropriately

• Maintain detailed documentation and communication records

• Collaborate cross-functionally with accounting, relationship managers, customer support, and operations teams

Qualifications

• 2+ years of administrative, accounting support, HOA/community management, banking, or financial operations experience preferred

• Strong organizational and time management skills

• High attention to detail and accuracy

• Excellent written and verbal communication skills

• Ability to manage multiple priorities and deadlines simultaneously

• Proficiency with Microsoft Office Suite and task management systems

• Experience with HOA/accounting software platforms preferred

• Customer service-oriented mindset with strong problem-solving abilities