Office Administration / Bookkeeper

Job Summary:

Our condominium association is seeking a Administrator / Bookkeeper to support the daily operations of our on-site management office. In this role, you will be responsible for maintaining accurate financial records, managing accounts payable and receivable, and assisting with administrative functions that keep the community running smoothly. This position is ideal for someone who enjoys working with numbers, communicating with residents and vendors, and ensuring the financial and operational health of a well-maintained community. Our complex consists of a master association with ten individual buildings.

Responsibilities/Job Duties:

• Ensure timely and accurate processing of all day-to-day financial transactions, including accounts payable, accounts receivable, and journal entries.

· Prepare weekly check runs, ACH, and wire payments.

· Manage owner account ledgers, including assessment billing, collections, and payment posting

• Research and resolve billing discrepancies in a timely matter by communicating with vendors and/ or Building Presidents regarding invoices, payments, and account inquiries.
• Notify and work with Building Presidents on account receivables collection issues.
• Manage payroll processing and ensuring compliance with tax regulations and timely distribution to employees.
• Record and reconcile monthly all bank accounts (deposits & disbursements) intercompany accounts, and general ledger accounts to ensure financial accuracy.
• Prepare financial reports such as balance sheets, revenue and expense, reserve statements, and budget-to-actual summaries for review by CPA and the various associations boards monthly.
• Assist with annual budget preparation and monitor expenditure to help ensure compliance with approved budgets.
• Coordinate with the association’s CPA firm during audits, tax filings, and financial reviews.
• Handle all financial information with strict confidentiality and professionalism.
• Provide phone and administrative support as needed.
• Support and assist administrator and office support as needed.
• And other duties as required.

Qualifications:

• Associate’s degree in Accounting or Finance or equivalent experience.
• Proven experience in bookkeeping, accounting, and administrative support—preferably within a condominium, HOA, or property management setting.
• Ability to prepare and manage Financial Statements and Journal Entries
• Solid understanding of Finance principles and practices
• Strong attention to detail and organizational skills
• Proficiency in accounting software such as QuickBooks, Condo Manager or similar programs.
• Proficiency with Microsoft Windows 11 and Microsoft Office Suite
• Solid understanding of GAAP principles and double-entry bookkeeping.
• Familiarity with bank reconciliations, A/P and A/R management, and budget tracking.

Required Skills:

• Exceptional organizational, time management, problem-solving skills, and attention to detail.
• Excellent written and verbal communication skills.
• Ability to work independently and efficiently while managing multiple priorities in a busy office environment.
• Experience working with residents, boards of directors, or community associations is highly preferred.

· Strong interpersonal and customer service skills.

· Position requires successful completion of a background check and drug screening after being selected for the role.

· Bonding ability

Direct Reports:

· This position has no direct reports

Position Details

• Job Type: Full-time, on-site
• Expected Hours: 40 per week

Benefits:

• Health and vision insurance
• Paid time off
• Vacation
• Paid Holidays

Work Location: On-site in the condominium management office

Pay: $20.00 - $22.00 per hour

Expected hours: 40.0 per week

Benefits:

• Health insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $20 - $22