Bookkeeper / Administrative Assistant

1. Bookkeeping, Accounts Payable, and Financial Records

• Receive, date-stamp, review, code, scan, and enter Association invoices into the appropriate accounting systems.
• Route invoices for required departmental review and approval; process or submit payments in accordance with established procedures and authorization limits.
• Verify supporting documentation, general ledger coding, and approval completeness; research discrepancies and coordinate corrections.
• Maintain organized, accurate, and readily retrievable financial records, payment documentation, and supporting schedules.
• Maintain and update owner, property, vendor, and financial information across applicable databases and systems.
• Complete daily, weekly, and recurring accounting-support tasks within established deadlines.

1. Revenue Tracking, Payment Processing, and Reconciliation

• Review daily revenue activity in Club Automation, Silverware POS, and other designated systems.
• Reconcile end-of-day checks, payment records, house-account activity, and departmental revenue reports.
• Investigate cash-drawer, point-of-sale, and payment discrepancies; document findings and coordinate resolution with the appropriate departments.
• Process and record check deposits and payments associated with The Grille, Fitness, Lifestyle events, gift cards, and other Association operations.
• Prepare and maintain revenue-tracking reports and supporting schedules, escalating unresolved discrepancies promptly.

1. Resident and Member Financial Support

• Serve as a primary point of contact for homeowner, resident, and member questions concerning account balances, assessments, billing statements, payment methods, and transaction histories.
• Provide professional, patient assistance in person, by telephone, and by email, including during periods of high inquiry volume.
• Guide residents through designated online payment platforms, including ClickPay and ACH enrollment, password-reset procedures, automatic payments, and recurring assessment arrangements.
• Research billing disputes, unapplied payments, late fees, and other account discrepancies; compile supporting documentation and coordinate resolution.
• Prepare late-fee waiver and account write-off requests for review by authorized personnel; communicate approved outcomes accurately.
• Handle sensitive financial conversations with empathy, professionalism, and confidentiality, escalating concerns when necessary.

1. Vendor Administration and Compliance

• Coordinate vendor onboarding and maintain complete vendor files, including required vendor packets, W-9 forms, Certificates of Insurance, contracts, and related compliance documentation.
• Review documentation for completeness, track insurance expiration dates, and request updated records.
• Communicate with vendors regarding invoice discrepancies, payment status, missing documentation, and compliance requirements.
• Coordinate with management and accounting personnel to resolve vendor issues and help prevent avoidable payment delays or service interruptions.

1. Month-End Financial and Budget Support

• Prepare and update monthly supporting schedules, financial documentation, and recurring accounting reports as directed.
• Assist the offsite accountant and home-office accounting team with month-end closing activities and financial-statement preparation.
• Research variances, compile explanations, and prepare supporting documentation for proposed adjustments and reclassifications.
• Participate in financial-review meetings and follow up on assigned corrections, documentation requests, and outstanding items.
• Support annual budget preparation by gathering financial information, entering data into budget templates, and organizing supporting materials.
• Track recurring deadlines and complete assigned tasks in time to support timely financial reporting.

1. Annual Audit and Tax Coordination

• Track the engagement, progress, and completion of annual financial audits.
• Collect and organize records requested by auditors and provide documentation as directed.
• Coordinate with management, the offsite accountant, and tax professionals to track required tax returns and extensions.
• Provide financial information and audit reports needed for tax preparation.
• Maintain a compliance calendar and follow up on outstanding items to support timely completion of applicable filing requirements.

1. Administrative and Community Operations Support

• Support the daily operation of the management office in accordance with company procedures and Association requirements.
• Provide clerical and administrative assistance, including filing, correspondence, data entry, appointment scheduling, mail distribution, and office-supply coordination.
• Answer telephone calls professionally, record messages accurately, and ensure appropriate follow-up.
• Respond to requests from residents, Board Members, field staff, supervisors, vendors, and other stakeholders within 24 hours. When a complete response is not possible, acknowledge the request and provide an anticipated follow-up timeframe.
• Coordinate and track important dates and meetings, including turnover, annual, budget, and other scheduled Association meetings.
• Maintain and process architectural approval documentation, maintenance requests, sale and lease information, and property-specific forms within assigned authority.
• Assist with tracking and closing KWPM tickets and other assigned service requests.
• Receive and distribute deliveries and mail, including FedEx, UPS, and USPS items.
• Administer access-control records, including verification of required vehicle registration and insurance documentation and programming of RFID tags.
• Provide front-desk, telephone, and concierge coverage during staffing shortages and peak service periods.
• Complete other related duties and special projects as assigned.

Accountability and Scope of Authority

The position is responsible for accurate processing, complete documentation, timely follow-up, and appropriate escalation. Financial adjustments, fee waivers, write-offs, payments, and other transactions must follow established approval procedures and authorization limits.

The employee is expected to safeguard confidential resident, vendor, Association, and company information and coordinate with management when competing service demands could affect accounting deadlines or essential operational responsibilities.

Required Qualifications

• At least one year of experience in bookkeeping, accounting support, administration, property management, or a related position.
• Working knowledge of routine bookkeeping processes, financial recordkeeping, and commonly used business applications, including Microsoft Office.
• Strong attention to detail and the ability to maintain accuracy across multiple systems.
• Ability to organize work, assess priorities, manage competing deadlines, and follow through on outstanding items.
• Strong written, verbal, and listening skills, with the ability to serve a diverse, multicultural population.
• Professional customer-service skills and the ability to handle sensitive or difficult conversations calmly.
• Accurate keyboarding ability of approximately 45–50 words per minute.
• Ability to work independently within established procedures and collaboratively with management, accounting personnel, and operational teams.
• Ability to follow written and verbal instructions and maintain confidentiality.

Preferred Qualifications

Suggested additions for recruiting purposes:

• Experience supporting a community association, condominium, homeowners’ association, club, or hospitality operation.
• Familiarity with ClickPay, Club Automation, Silverware POS, or comparable accounting, payment-processing, and point-of-sale systems.
• Experience with resident account research, vendor compliance tracking, revenue reconciliation, or audit support.
• Practical Excel skills for maintaining schedules, reconciling transactions, and organizing financial data.

Performance Expectations

Suggested measures of success:

• Financial transactions and records are accurate, complete, and supported by appropriate documentation.
• Daily reconciliations and recurring accounting tasks are completed within established deadlines.
• Resident and stakeholder inquiries receive timely, professional responses and documented follow-through.
• Vendor files remain current, with missing or expiring documentation identified and addressed promptly.
• Financial discrepancies, compliance concerns, and service issues are escalated appropriately.
• Administrative and front-desk coverage is coordinated without compromising critical financial controls or deadlines.

Work Environment and Physical Demands

Work is primarily performed indoors in an office setting with frequent interaction with residents, vendors, and staff. Duties involve computer use, telephone communication, document handling, and movement throughout the office.

The employee may occasionally be required to sit, stand, reach, bend, kneel, stoop, climb, push, pull, or lift items weighing 20 pounds or less. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Schedule and Travel

This is a full-time, non-exempt hourly position. Workdays and hours are determined by business and property needs and may change as needed. Minimal local travel may be required for meetings or training.

Other Duties and Equal Employment Opportunity

This job description describes the general nature and scope of the position and is not an exhaustive list of all duties or responsibilities. Duties, responsibilities, and activities may change based on business and property needs.

KW Property Management & Consulting is a drug-free workplace and an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by applicable law.