Accounts Payable Coordinator

Kuester Management Group
Starting in 1975 and building its reputation on a strongly held family foundation, Kuester Management Group began its endeavor as one of the Carolinas’ leading association management companies in 2001. We provide a full range of community management services; working alongside builders, developers, board members, and community associations, our breadth and seamlessness of capabilities allow us to utilize our expertise to provide customized solutions to all.

Position Summary:

The HOA Accounts Payable Coordinator is responsible for ensuring timely and accurate processing of invoices, payments, and vendor documentation for multiple homeowner associations. This position supports the accounting team in maintaining financial accuracy and compliance by handling day-to-day payable operations, coordinating with community managers and vendors, and assisting with month-end processes. A successful candidate will be detail-oriented, dependable, and able to manage multiple priorities in a deadline-driven environment.

Key Responsibilities:

Accounts Payable Management:

• Enter all invoices for assigned homeowner associations into the accounting system.
• Review invoices for accuracy, coding, and appropriate approvals.
• Prepare and process regular and emergency check runs.
• Ensure timely payment of vendors while maintaining accurate and organized payable records.
• Monitor check and envelope inventory and reorder as necessary.

Vendor Compliance:

• Process and maintain vendor documentation, including W-9s and Certificates of Insurance (COI).
• Track expirations and notify management of upcoming renewals.
• Process the annual 1099 and 1096 processing for HOA vendors.

Financial and Administrative Support:

• Enter administrative fees for check counts, postage, and other shared expenses.
• Maintain audit-ready files and digital documentation for all accounts payable activities.
• Communicate professionally with vendors and internal teams regarding invoice and payment status.

Skills and Qualifications:

• Associate degree in Accounting or equivalent work experience required.
• Minimum of 1–2 years of experience in accounts payable or bookkeeping; HOA or property management experience preferred.
• Strong data entry skills with high attention to detail and accuracy.
• Excellent organizational and time management abilities.
• Ability to communicate clearly and professionally, both verbally and in writing.
• Proficiency in Microsoft Excel, Outlook, and accounting software (CINC experience preferred).
• Demonstrated ability to meet deadlines and manage multiple priorities in a fast-paced environment.

Benefits:

• Full insurance package
• Generous PTO offering
• 401(k) matching options
• Team-oriented service group
• Family-owned and operated company