Closing & Estoppels Specialist — HOA/Condo Portfolios

ADP, Inc.; Florida; On-site; USD 41,000 - 44,000; Full time

Benefits offered by this job

Medical Insurance

Vision Insurance

401K Matching Program

10 Paid Holidays

17 PTO Days

Job summary

AKAM is a Florida-based company providing specialized financial and operational management for condominium, HOA, and investment properties. The Closings & Estoppels Specialist coordinates estoppel requests, closings, and ownership changes to ensure accurate documentation and timely processing across multiple parties.

This full-time, on-site role reports to the Accounts Receivable Supervisor in Dania Beach. Candidates with 3+ years of closings/estoppels experience and proficiency in Yardi Voyager

Qualifications

• Minimum of three years of hands-on experience processing closings and estoppels, preferably within condominium or homeowners association management.
• Experience with condominium and homeowners’ associations is strongly preferred.
• Experience using Yardi Voyager and CondoCerts for reviewing owner accounts, verifying balances, and processing estoppel and closing-related requests strongly preferred.
• Ability to independently review and reconcile owner ledgers, identify and resolve discrepancies, and verify outstanding balances, special assessments, and closing-related charges.
• Strong attention to detail, organization, and follow-through.

Responsibilities

• Respond to owner, attorney, mortgage broker, and real estate agent inquiries regarding estoppels, closings, questionnaires, affidavits, and request status.
• Track outstanding requests, required documentation, approvals, and deadlines; follow up promptly to keep requests moving.
• Review estoppels prepared by the Offshore team for accuracy and completeness, including owner information, account balances, assessments, fees, and association-specific requirements.
• Coordinate corrections and obtain required approvals before releasing completed estoppels.
• Prepare or coordinate completion of questionnaires and other closing-related documents.
• Assist the Offshore team with questions, account research, and processing issues.
• Research public records and supporting documents when ownership information does not match Yardi records.
• Obtain and review settlement statements, deeds, closing checks, and other required documentation to process ownership changes.
• Follow up with closing agents, attorneys, and property managers on missing documents or payments.
• Coordinate ownership updates with the Offshore team and verify completion and accuracy in Yardi.
• Process closing-related payments, deposits, and transfer fees, including scanning checks and maintaining accurate logs and supporting records.
• Prepare revenue reports for estoppels, questionnaires, and transfer fees.
• Maintain organized records of requests, approvals, correspondence, payments, and completed ownership changes.
• Escalate discrepancies or missing information that may affect accuracy or timely completion.
• Provide backup coverage and assist with other closing-related responsibilities as needed.

Skills

Attention to detail

Organization

Follow-through

Outlook

Excel

Communication

Customer service

Bilingual (English/Spanish)

Tools

Yardi Voyager

CondoCerts

Job description

AKAM is a Florida-based company providing specialized financial and operational management for condominium, HOA, and investment properties. The Closings & Estoppels Specialist coordinates estoppel requests, closings, and ownership changes to ensure accurate documentation and timely processing across multiple parties.

This full-time, on-site role reports to the Accounts Receivable Supervisor in Dania Beach. Candidates with 3+ years of closings/estoppels experience and proficiency in Yardi Voyager