Finance Manager

Position Overview

Manage and maintain the day-to-day financial operations of the community association, ensuring accurate tracking of all incoming and outgoing funds. This role involves the full cycle of accounts payable (AP), accounts receivable (AR), collections, estoppel/lender requests, treasury management, payroll, and monthly financial reporting. The successful candidate will maintain precise records that support the association’s fiscal health and transparency for its members. The Finance Manager reports to the Chief Operating Officer (COO).

Community Overview

Litchfield By The Sea (LBTS) is a premier, self-managed, large-scale gated homeowner's association located on Pawley’s Island in South Carolina. It is comprised of 2,786 homes, including single family and condominium homes along with commercial enterprises, 4 golf courses, and an active beach-front resort.

Core Responsibilities

• Systems Management: Administer the association’s sophisticated Management & Accounting software (CINC Systems) by becoming the CINC in-house subject matter expert.
• Budgetary Oversight: Lead the annual $5M budget creation process and manage performance against budget through monthly variance analysis.
• Invoice Management: Receive, code, and enter vendor invoices, ensuring appropriate documentation and budget alignment. Research and resolve billing discrepancies, or missing invoices, with vendors.
• Payment Processing: Prepare electronic (ACH/Wire) and check disbursements; manage payment schedules to avoid late payments and late fees.
• Expense Reconciliation: Retrieve and reconcile monthly credit card statements.
• Compliance & Records: Maintain organized digital records for all payments to ensure a clear audit trail.
• Assessment Billing: Verify monthly and annual assessment postings; generate and distribute owner statements/coupons.
• Cash Application: Process homeowner payments (lockbox, online, and in-office); manage bank returns and notify owners of insufficient funds.
• Account Maintenance: Reviews owner accounts with small balances and provide write-off recommendations each quarter.
• Monitoring: Review delinquent accounts monthly and manage the process to issue late fee notices based on association policy (30 and 60-Day Notices).
• Legal Coordination: Act as the primary liaison with collection attorneys. Forward accounts that are 90 days delinquent to attorney, provide account histories, label owner account in CINC as ‘At Attorney’, and block payments in CINC.
• Reporting: Prepare quarterly write-off recommendations and regular delinquency reports for leadership.
• Vendor Onboarding: Maintain current vendor files, including W-9s and Certificates of Insurance (COI).
• Tax Reporting: Assist Accountant to issue annual 1099s and file necessary reports with the IRS.
• Audit Support: Prepare requested schedules and documentation for annual financial audits or insurance reviews.
• Communication and Research: Responds to homeowner telephone calls and emails regarding account balances and payments. Collaborate with Director of Administration on topics that need to be communicated to homeowners relating to their accounts. Assists Accountant/COO with research and information requests.
• Estoppel/Disclosure Support: Process requests for estoppel certificates, resale disclosures, and lender questionnaires.
• Ownership Transfers: Verify and process settlement checks and sheets to update ownership records.
• ARB: Serve as the primary administrative liaison for all Architectural Review Board (ARB) requests, ensuring a consistent, organized, and compliant review process for homeowners.

Skills and Qualifications

• Experience: 3 years of bookkeeping experience required, preferably in community association management or property management.
• Technical Skills: Proficiency in accounting software (experience with CINC Systems & HomeWise is a plus) and Microsoft Excel for data analysis.
• Competencies: Strong attention to detail, organization, and the ability to manage recurring deadlines independently.
• Communication: Ability to explain account balances and complex financial processes clearly to homeowners and vendors.
• Education: High school diploma required; college-level coursework or degree in accounting, finance, or related field is highly preferred.

How to Apply

• Qualified candidates are invited to submit their resume and a detailed cover letter that aligns their experience with the job requirements.

Pay: $24.00 - $29.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Experience:

• Bookkeeping: 2 years (Required)

Language:

• English (Required)

Ability to Commute:

• Pawleys Island, SC 29585 (Required)

Work Location: In person

Salary : $5