Accounts Payable Specialist

Position Overview

We are seeking a detail-oriented and process-driven Accounts Payable Specialist – HOA to support the accounts payable operations for multiple homeowner associations. This role focuses on association-level payables rather than corporate accounting and requires hands-on experience with Vantaca and Strongroom or similar HOA accounting platforms.

The Accounts Payable Analyst plays a key role in ensuring timely, accurate vendor payments while maintaining compliance with HOA governing documents, approved budgets, and internal controls. This position also partners closely with the accounting team during 1099 preparation and year-end closeouts.

Major Duties and Responsibilities

· Process and review high-volume accounts payable transactions for multiple homeowner associations using Vantaca.

· Ensure invoices are properly coded to association operating and reserve accounts in accordance with approved budgets and governing documents.

· Validate invoice approvals, board-authorized expenditures, and compliance with association policies prior to payment.

· Prepare and Daily process for daily check runs and electronic payments.

· Reconcile accounts payable aging, research discrepancies, and resolve vendor payment issues.

· Partner with Community Managers to research invoice questions, vendor disputes, and board inquiries.

· Maintain accurate AP records, supporting documentation, and audit trails within HOA accounting systems. Use of Budgets that align with the GL Associated with the communities.

· Support month-end close activities related to accounts payable, accruals, and prepaid expenses, Void checks if necessary.

· Work closely with the accounting team on 1099 preparation, including vendor review, data validation, and reporting.

· Assist with year-end closeouts by preparing schedules, reconciling AP balances, and responding to audit or tax-related requests.

· Assist with process improvements and automation initiatives within Vantaca to improve efficiency and accuracy.

· Ensure compliance with internal controls, company policies, HOA governing documents, and applicable state regulations.

· Deliver professional, responsive customer service to vendors, community managers, and internal teams.

· Accurately General Ledger (GL) accounts when processing all AP transactions in accordance with GAAP.

· Ensure proper use of budget allocations in managing AP transactions.

· Maintain accurate AP records to support financial reporting and compliance.

· Follow procedures for assigning GL accounts and budget codes correctly.

· Reconcile AP transactions to GL and budgets to prevent discrepancies.

· Adhere to the general accounting principle of recording transactions accurately, completely, and in the correct period (following GAAP).

Pay: $26.00 - $30.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance

Work Location: In person