Detail-Oriented AP Clerk for Multi-Property HOA

Vacatia; Florida; On-site; USD 42,000 - 56,000; Full time

Job summary

Vacatia is seeking an Accounts Payable Clerk to support HOA portfolios across our properties. You will process invoices, code expenses, and manage payments while upholding internal controls and accurate reporting for HOA boards.

Ideal candidates have 1–2 years AP experience, an associate degree in accounting/finance, and comfort with Mass 500, Sage, NetSuite, or similar systems. Join us to ensure precise vendor payments and strong financial operations.

Qualifications

• 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.

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.
• 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.

Skills

Attention to detail

Time management

Communication

Multi-property accounting

Education

Associate degree in Accounting/Finance

Tools

Mass 500

Sage

NetSuite

Great Plains

Job description

Vacatia is seeking an Accounts Payable Clerk to support HOA portfolios across our properties. You will process invoices, code expenses, and manage payments while upholding internal controls and accurate reporting for HOA boards.

Ideal candidates have 1–2 years AP experience, an associate degree in accounting/finance, and comfort with Mass 500, Sage, NetSuite, or similar systems. Join us to ensure precise vendor payments and strong financial operations.