Accounts Payable Coordinator

Position Summary

RDF Associates is a family-oriented community association management firm that values integrity, teamwork, and genuine care for both the communities we serve and the people who support them. We believe strong relationships—internally and externally—are just as important as strong processes, and we strive to foster a collaborative, respectful, and supportive work environment.

We are currently seeking an Accounts Payable Coordinator to play a key role in keeping our associations running smoothly behind the scenes. This position is responsible for processing, tracking, and reconciling accounts payable activities for multiple community associations managed by our company. The ideal candidate is detail-oriented, organized, and comfortable managing a high volume of transactions while ensuring vendors are paid accurately, on time, and in compliance with company policies, governing documents, and generally accepted accounting principles (GAAP).

This role works closely with community managers, vendors, and the accounting team and is well-suited for someone who enjoys structure, problem-solving, and being a dependable part of a close-knit team.

Key Responsibilities

• Process and enter vendor invoices for multiple associations in the accounting system
• Review invoices for accuracy, proper coding, and required approvals
• Match invoices to contracts, purchase orders, or work orders when applicable
• Prepare and process weekly check runs and electronic payments
• Ensure timely payment of recurring expenses (utilities, management fees, service contracts, etc.)
• Maintain accurate vendor records, including W-9s and payment information
• Respond to vendor inquiries regarding payments, statements, and discrepancies
• Reconcile vendor statements and resolve outstanding issues
• Assist with month-end closing tasks related to accounts payable
• Ensure compliance with company policies, association budgets, and internal controls
• Support audits by providing documentation and explanations as requested
• Communicate effectively with community managers, board members, and vendors
• Maintain organized digital and physical records for all payable transactions
• Review accounts payable reports for accuracy prior to month-end financial preparation and ensure all invoices are properly recorded in the correct accounting period
• Assist with preparation of month-end financials by confirming payables, accruals, and vendor balances are accurate for financial reporting

Required Qualifications

• High school diploma or equivalent required; associate degree in accounting or finance preferred
• Minimum of 2 years of accounts payable or general accounting experience
• Experience working with multiple entities, clients, or properties preferred
• Strong attention to detail and accuracy
• Ability to manage deadlines and prioritize tasks in a fast-paced environment
• Proficiency with accounting software and Microsoft Excel
• Strong organizational and communication skills

Preferred Qualifications

• Experience in association management, property management, or multi-entity accounting
• Familiarity with HOA/COA governing documents and budgets
• Experience with accounting software commonly used in association management
• Working knowledge of GAAP and internal accounting controls

Work Environment & Expectations

• Full-time position, typically Monday through Friday
• In-office role
• Frequent interaction with internal team members and external vendors
• Ability to handle confidential financial information with professionalism and discretion

Core Competencies

• Accuracy and attention to detail
• Time management and organization
• Customer service mindset
• Problem-solving and follow-through
• Team collaboration

Job Type: Full-time

Pay: $19.00 - $21.00 per hour

Benefits:

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

Work Location: In person