POSITION OVERVIEW
The Accounting Services Representative (ASR) provides support to internal and external customers relative to the financial records of managed client communities. The ASR reports to the Director of Accounting and assists in all aspects of timely and accurate maintenance of accounting documents and records.
PRIMARY DUTIES AND RESPONSIBILITIES
Accounts Receivable
- Accurately post and deposit homeowner payments received within established departmental timelines.
- Process daily lockbox deposits.
- Perform research on missing homeowner payments & payment concerns.
- Reallocate homeowner payments in Vantaca as necessary.
- Organize and file deposits once posted and deposited to association bank accounts.
Accounts Payable
- Scan and upload invoices in Vantaca and report inaccurate and late paid invoices.
- Perform accurate recording of vendor invoices in Vantaca within established departmental timelines.
- Accurately classify expenses to appropriate general ledger accounts and month.
- Reconcile and verify payments and invoices substantiating business transactions.
- Request invoices and documentation as necessary by the HOA Services Accountant(s) and Director of Accounting .
Escrow Processing
- Process all escrow demands 24 hours before the due date in Homewise.
- Process ownership changes in Panel and Vantaca within established timelines.
- Accurately post escrow closing checks within one week of receipt.
- Generate and distribute welcome packages to new owners.
Customer Service/Other
- Answer phone calls from vendors and clients.
- Respond to emails within 24 business hours.
- Respond to voicemails within 24 business hours.
- Document all client transactions in Panel system and/or Vantaca.
- Attend and participate actively in in-house training.
- Participate in staff and department meetings.
QUALIFICATIONS
To perform this job successfully, an individual must be organized and efficient with an eye for detail and a high level of accuracy. The requirements listed below are representative of the knowledge, skill, and/or abilities required.
Education and/or Experience
- High School Diploma or equivalent; additional education/training or relevant experience in accounting strongly preferred.
- Post-secondary education in business administration, accounting, finance or related field are preferred.
- Must be fluent in English; Bilingual is an asset.
Professional Designation
General Skills and/or Abilities
- Demonstrate excellent organization skills and time management.
- Ability to draft correspondence and respond to inquiries effectively, professionally, and independently.
- Ability to deal tactfully and professionally with strong customer service skills.
- Possess good general knowledge of the homeowner associations represented.
- Possess good general knowledge of VMG Departments and their functions.
- Ability to analyze information and present recommendations.
- Demonstrate collaborative decision-making, relationship building, and problem-solving skills.
- Demonstrate exceptional verbal and written communication skills.
Technical Skills
- Proficient in the use of general computer programs (e.g. Web browsers, Microsoft business suite including Outlook, Excel, Word, Teams).
- Skilled in the use of office equipment, including computer, calculator, photo copier, and voice and text messaging systems.
- Proficient in the use of industry software (e.g. Vantaca, banking programs).
Language Skills
- Ability to read and comprehend complex instruction, correspondence, and memos.
- Ability to write detailed, technical correspondence as needed.
- Ability to carry out instructions furnished in written or verbal form.
WORKING CONDITIONS/PHYSICAL REQUIREMENTS
- Work in a business office environment. This is an in-office/non-remote role.
- Work 40+ hours per week and overtime as needed and approved by supervisor.
Note: This job description is not intended to be all inclusive. Employee may perform other duties as assigned to meet the ongoing needs of the organization.