Accounts Payable Clerk

Vacatia; Fort Lauderdale (FL); On-site; USD 42,000 - 56,000; Full time

Job summary

Vacatia is hiring an Accounts Payable Clerk to support HOA portfolios across managed properties. You will ensure accurate vendor payments, maintain controls, and provide transparent reporting for HOA boards and leaders.

Role requires strong attention to detail, Excel proficiency, and experience with multi-entity AP processing. Join a growing hospitality tech-enabled organization focused on precision and accountability.

Qualifications

• Associate degree in Accounting, Finance, or equivalent experience preferred.
• 1-2 years accounts payable experience required.
• HOA or property management accounting experience strongly preferred.
• Experience processing multi-entity AP transactions.
• Manual processing experience.

Responsibilities

• Manually process accounts payable invoices of around 250 a week for HOA operating and reserve accounts across multiple properties.
• Review and code invoices according to approved budgets, GL accounts, and property allocations.
• Ensure compliance with HOA governing documents, internal controls, and audit standards; match invoices to purchase orders and secure proper approvals prior to payment.
• Prepare and process weekly check runs, ACH payments, and wire transfers.
• Maintain vendor records, including W-9 documentation and 1099 compliance.
• Reconcile vendor statements and proactively resolve discrepancies.
• Assist with month-end close activities, including accruals and AP aging review.
• Support annual audits and respond to board-related financial documentation requests.
• Partner with property managers and HOA boards to ensure accurate and timely expense tracking; maintain organized electronic documentation and record retention systems.

Skills

Attention to detail

Organizational skills

Time management

Professional communication

Integrity and discretion

Collaborative mindset

Education

Associate degree in Accounting or Finance

Tools

Mass 500

Sage

NetSuite

Great Plains

Excel

Job description

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Join Vacatia and Help Power Financial Excellence Behind Extraordinary Owner Experiences

At Vacatia, we're reinventing vacation ownership blending hospitality, technology, and operational excellence to create smarter, more connected experiences for owners and guests. Behind every exceptional stay is a strong financial foundation. That's where you come in.

We're looking for a detail-driven Accounts Payable Clerk to support the financial operations of our Homeowners Association (HOA) portfolios across Vacatia-managed properties. This role is essential to ensuring accurate vendor payments, strong internal controls, and transparent financial reporting that our HOA boards and property leaders rely on every day.

If you thrive in structured environments, enjoy working with numbers, and take pride in precision and accountability, this is your opportunity to make a meaningful impact.

Why You'll Love Working at Vacatia

• Build the Future: Be part of a company transforming the vacation ownership industry through innovation and operational excellence.
• Impact That Matters: Your accuracy and attention to detail directly support property operations, HOA boards, vendors, and owners.
• Innovation at Scale: Work across multiple properties and entities within a dynamic, growing hospitality platform.
• Autonomy and Ownership: You’ll manage your workload with accountability while partnering cross-functionally to keep operations moving smoothly.
• Culture of Growth: We value professionals who want to sharpen their skills, deepen their expertise, and grow within a collaborative team environment.

Your Impact

• Manually process accounts payable invoices of around 250 a week for HOA operating and reserve accounts across multiple properties
• Review and code invoices according to approved budgets, GL accounts, and property allocations
• Ensure compliance with HOA governing documents, internal controls, and audit standards
  Match invoices to purchase orders and secure proper approvals prior to payment
• Prepare and process weekly check runs, ACH payments, and wire transfers
• Maintain vendor records, including W-9 documentation and 1099 compliance
• Reconcile vendor statements and proactively resolve discrepancies
• Assist with month-end close activities, including accruals and AP aging review
• Support annual audits and respond to board-related financial documentation requests
• Partner with property managers and HOA boards to ensure accurate and timely expense tracking
  Maintain organized electronic documentation and record retention systems

What You Bring

Experience & Education

• Associate degree in Accounting, Finance, or equivalent experience preferred
• 1-2 years of accounts payable experience required
• HOA or property management accounting experience strongly preferred
• Experience processing multi-entity or multi-property AP transactions
• Manual processing experience

Technical Expertise

• Proficiency in accounting software such as Mass 500, Sage, NetSuite, Great Plains, or similar systems
• Strong understanding of general ledger coding and accrual accounting principles
• Intermediate to advanced Microsoft Excel skills
• Knowledge of 1099 reporting requirements

Professional Strengths

• Exceptional attention to detail and commitment to accuracy
• Strong organizational and time management skills
• Ability to manage multiple properties and competing deadlines
• Clear, professional communication skills
• High integrity and discretion when handling financial information
• Collaborative, service-oriented mindset

Join Us

At Vacatia, every role contributes to delivering seamless, trustworthy experiences for owners and guests. As our Accounts Payable Clerk, you won't just process invoices you'll help safeguard financial accuracy across our property portfolio and support the operational heartbeat of our organization.

If you're ready to bring precision, accountability, and partnership to a growing hospitality innovator, we'd love to meet you.