Accounts Receivable & Closing Operations Analyst (PTX81426)

RealManage; Plano (TX); On-site; USD 55,000 - 60,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

Life and Disability Insurance

HSA eligibility

FSA

Education Reimbursement

401K matching

Employee Assistance Program (EAP)

11 paid Holidays

Job summary

RealManage is seeking an AR & Closing Operations Analyst in Plano, TX to own closing document and collections workflows within the Shared Services group.

The role requires independent judgment in a high-volume, deadline-driven environment and collaboration with Operations, Client Services, Finance, and Legal to ensure compliance and optimal outcomes.

Qualifications

• 5+ years in HOA/community management operations.
• Ability to exercise independent judgment on complex, non-routine matters related to closing documents, balances, and collections.
• Strong working knowledge of HOA accounts receivable and ledger activity in closing/collections context.
• Proficiency in CiraConnect or quick to learn, with Caliber/TOPS/Vantaca/Frontsteps or similar systems welcomed.
• Deep knowledge of HOA governing documents, CC&Rs, and resale disclosure requirements; multi-state experience preferred.
• Proven ability to own and improve complex operational processes and enforce standards.
• Experience working with title companies, lenders, and real estate professionals.

Responsibilities

• Serve as the business process owner for closing document and collections workflows.
• Escalate complex closing document requests, account balance discrepancies, and collections issues.
• Establish and refine escalation policies and thresholds for outstanding balances.
• Oversee the accurate and compliant preparation and delivery of closing documents.
• Own and govern collections activity for outstanding balances identified through closing processes.
• Act as the internal SME and primary accountability for closing documents and collections processes.
• Define and maintain the compliance framework for closing/collections activity.
• Lead cross-functional coordination on exceptions, balance disputes, and systemic issues.
• Own the SOP framework and update procedures for regulatory changes.
• Analyze operational data to identify trends and KPIs for closing and collections.
• Define business requirements for tech changes and participate in UAT.
• Represent the process function in client escalations and leadership discussions.

Skills

Closing document fulfillment

Collections knowledge

Excel proficiency

Communication skills

Multi-state HOA knowledge

Tools

CiraConnect

Caliber

TOPS

Vantaca

Frontsteps

Job description

Job DetailsJob Location: Plano, TX 75093Position Type: Full TimeSalary Range: $55,000.00 - $60,000.00 Salary/yearJob Category: ASARGEImagine being part of a fast-growing, tech-forward HOA management company where your career can truly take off—and where your success is celebrated every step of the way. Welcome to RealManage!

We’re not just expanding—we’re thriving. And as we grow, so do the opportunities for our team members. At RealManage, you'll find a supportive, energetic culture that values your hard work, respects your time, and encourages you to reach your full potential.

RealManage is proud to be Certified™ by Great Place to Work®, a globally recognized authority on workplace culture and employee satisfaction. This honor is based entirely on feedback from our own team—proof that our people love where they work.

When you join RealManage, you’re more than just an employee. You are part of a close-knit, nationwide team that invests in your long-term success.

Who We Are

RealManage is one of the top community management firms in the U.S., ranked #3 out of 5,000+ companies nationwide. We operate in 16 states and Washington, D.C., serving a wide range of communities—from HOAs and condos to luxury high-rises and master-planned developments. Our client list includes some of the country’s most respected developers and builders.

Why Join Us

At RealManage, we don’t just manage communities—we build them. Our mission is to deliver smart, transparent, and personalized solutions that exceed expectations. We constantly measure our performance, embrace innovation, and never stop improving.

Our Core Values

• Integrity – Always do the right thing
• Respect – Treat everyone with dignity
• Selflessness – Work for something bigger than yourself
• Personal Relationships – People do business with people they like
• Always Improving – Never stop growing

Join RealManage and be part of a company that’s leading the way in community management—with heart, innovation, and a clear vision for the future.

Summary

The AR & Closing Operations Analyst for Closings & Collections serves as the business process owner for all closing document and collections workflows within the Shared Services division. This role exercises independent judgment and decision-making authority over how closing-related processes are governed, executed, and continuously improved. The Analyst holds end-to-end accountability for process integrity, compliance, and outcomes - partnering cross-functionally with Operations, Client Services, Finance, and Legal to drive consistency and resolve complex issues requiring expertise and discretionary judgment. This is not a task-execution role; it is a process ownership role requiring subject matter authority in a high-volume, deadline-driven environment.

Key Responsibilities

• Serve as the business process owner for closing document and collections workflows, exercising authority over how processes are structured, governed, and executed across the organization.
• Act as a point of escalation for complex closing document requests, account balance discrepancies, and collections issues - including situations not addressed by existing policy or procedure.
• Establish, enforce, and refine escalation policies and decision thresholds for outstanding balances identified during the closing document process; determine appropriate resolution paths without requiring management involvement on routine matters.
• Oversee the accurate and compliant preparation and delivery of closing documents - including resale certificates, status letters, HOA disclosure packages, and lender questionnaires - ensuring adherence to state statutes, association requirements, and contractual timeframes.
• Own and govern collections activity for outstanding balances identified through the closing document process, including unpaid assessments, fines, and fees; determine collection strategy and escalation timing based on account circumstances.
• Act as the internal subject matter expert and primary point of accountability for closing document and collections processes; field complex inquiries from title companies, lenders, real estate agents, and attorneys that require specialized knowledge and judgment.
• Define and maintain the compliance framework for all closing document and collections activity, ensuring alignment with applicable state statutes, HOA governing documents, and regulatory requirements; identify and address compliance gaps proactively.
• Lead cross-functional coordination with Accounting, Legal, and Operations on process exceptions, balance disputes, and systemic issues - representing the process function with full decision-making authority within defined scope.
• Own the SOP framework for closing document and collections workflows; author, maintain, and update procedures to reflect regulatory changes, process improvements, and operational learning.
• Analyze operational data to identify trends, risks, and improvement opportunities; develop and present KPI reports covering closing document volume, turnaround performance, collections recovery, and outstanding balance resolution.
• Define business requirements for technology changes impacting closing or collections workflows; participate in UAT and validate outcomes against process standards.
• Represent the process function in client-facing escalations and leadership discussions where subject matter expertise and independent judgment are required.

Qualifications

• 5+ years of experience in HOA/community management operations with direct, working-level expertise in closing document fulfillment, resale certificates, and/or collections.
• Demonstrated ability to exercise independent judgment and make decisions on complex, non-routine matters related to closing documents, account balances, and collections resolution.
• Strong working knowledge of HOA accounts receivable principles, including the ability to interpret account balances and ledger activity in the context of closing document preparation and collections eligibility.
• Proficiency in CiraConnect or demonstrated ability to quickly learn and navigate community management platforms; experience with Caliber, TOPS, Vantaca, Frontsteps, or similar systems also accepted.
• Deep knowledge of HOA and COA governing documents, CC&Rs, and applicable state statutes governing resale disclosure requirements; multi-state experience preferred.
• Proven ability to own and improve complex operational processes, establish standards, and hold cross-functional partners accountable without direct management authority.
• Experience working with title companies, real estate agents, lenders, or closing professionals in the context of HOA document requests and dispute resolution.
• High proficiency in Microsoft Excel for data analysis, reporting, and operational tracking.
• Excellent written and verbal communication skills; able to represent the process function authoritatively with internal and external stakeholders.
• Ability to work in-office full-time in a fast-paced, deadline-driven environment with high transaction volume.

Preferred Qualifications

• CMCA, AMS, or PCAM designation (or active pursuit).
• Hands-on experience with CiraConnect for ledger review, closing document generation, and collections tracking.
• Experience in a large, multi-market HOA management company or shared-services environment.
• Exposure to legal coordination related to collections escalation, balance disputes, or resale disclosure compliance.
• Experience leading process improvement initiatives using Lean, Six Sigma, or similar methodologies.
• Familiarity with document management systems and workflow automation tools.

Physical Requirements

• Ability to sit for prolonged periods at a desk and work on a computer.
• Ability to occasionally stand, walk, bend, or reach as needed.
• Ability to lift or move objects up to 10–15 pounds (e.g., files, office supplies).
• Manual dexterity to operate a computer keyboard, mouse, telephone, and other office equipment.
• Visual acuity to read printed materials, spreadsheets, and computer screens.
• Hearing and speech ability to communicate effectively in person, by phone, and in virtual meetings.
• Ability to work in a standard office environment with moderate noise levels.
• Ability to work a standard schedule, with occasional extended hours as required

Pay and Benefits:

$55,000r to $60,000 annually, depending on education and experience.

Benefits include:

• Medical Insurance
• Dental Insurance
• Vision Insurance
• Life and Disability Insurance
• HSA (Required High-Deductible Medical Plan to be eligible)
• FSA
• Education Reimbursement
• 401K matching
• Employee Assistance Program (EAP)
• 11 paid Holidays