Bookkeeper & Closing Department Assistant

The Bookkeeper/Closing Department Specialist supports the financial and transactional processes of the of communities within a HOA or Metropolitan District. This role focuses on maintaining accurate financial records, reconciling accounts, and facilitating timely property closings. The ideal candidate will be detail-oriented, organized, and capable of working collaboratively in a fast-paced office environment.

This is a part-time position, approximately 30 hours per week, with flexibility in scheduling.

Key Responsibilities

Bookkeeping:

• Maintain and update financial records, including accounts payable and receivable.
• Reconcile association bank statements and other financial records.
• Process HOA assessments, Metropolitan District fees, vendor invoices, project deposits and any other fees or invoices as needed.
• Prepare monthly financial reports for the Board of Directors and Community Managers.
• Monitor and address discrepancies in accounts promptly.
• Set up new vendors by obtaining W-9 forms, ACH information, and other necessary documentation, ensuring this information is kept up to date.
• Manage vendor portals, including setting up accounts for utilities and services on auto-pay, and actively monitoring usage and payments to ensure accuracy.
• Monitor and manage accounts that go delinquent, following all applicable state laws and regulations, including current House Bills related to collection policies.
• Take appropriate actions to address delinquencies, such as sending text messages, making phone calls, sending certified and regular mail, and scanning documentation as required.
• Assist and respond to homeowners in understanding how to access their accounts and pay assessments/fees through available online portals.

Closing Department Duties:

• Coordinate property closings, including creating status letters, verifying outstanding violations and assessments due on accounts.
• Ensure all closing documents are complete, accurate, and compliant with company policies.
• Communicate with homeowners and provide all governing documents to buyers as requested.
• Manage timelines for property transitions and ensure deadlines are met.
• Collaborate with other teams to finalize property closings.

General Office Tasks:

• Respond to internal and external inquiries regarding homeowner accounts and association financials.
• Maintain organized records of all transactions and documentation.
• Assist with audits, budget preparations, and year-end reporting.
• Ensure compliance with federal, state, and local property management laws and accounting regulations.
• Assist the auditor with year-end audit processes, providing requested documentation and ensuring accurate financial records are available.

Required Qualifications

• Education: High school diploma or GED (Associate’s degree in Accounting, Finance, or a related field preferred).
• Notary Public certification required or must be obtained within three (3) months of hire.

Experience:

• 1+ years of bookkeeping experience, preferably in property management or real estate.
• Familiarity with Vantaca systems is strongly preferred.
• Familiarity with closing processes and financial recordkeeping.

Skills:

• Proficiency in accounting software (e.g., QuickBooks, AppFolio, or similar).
• Strong knowledge of Microsoft Office Suite (Excel, Word, Outlook).
• Excellent organizational skills and attention to detail.
• Strong verbal and written communication skills.
• Ability to maintain professionalism and ensure positive outcomes while addressing concerns or disputes with homeowners.

Physical Requirements

• Ability to sit for extended periods and work at a computer.
• Occasionally lift or move files and office supplies up to 20 pounds.

Work Environment

This position operates in a professional office environment with regular interaction with staff, homeowners, tenants, and external vendors.

Compensation and Benefits

• Salary Range: $21.00 - 24.00/ hour
• Benefits: Holiday pay, paid time off, sick leave, retirement plan, professional development opportunities, opportunities for remote work, and other benefits as outlined in the company’s policies.

Job Type: Part-time

Pay: $21.00 - $24.00 per hour

Expected hours: 25 – 30 per week

Benefits:

• Paid time off
• Professional development assistance
• Retirement plan
• Work from home

Application Question(s):

• Do you have a valid Notary Public certification or be able to obtain one within (3) months of hire?

Ability to Relocate:

• Centennial, CO 80112: Relocate before starting work (Required)

Work Location: In person