Remote HOA Finance Assistant

Reporting Line:

Day-to-day: Bookholders → Assistant Finance Manager

Cash Flow, Compliance, Coordination: Bookholders → Finance Manager

Key Responsibilities:

1. Property Financial Oversight (Reports to Asst FM)

* Manage all financial operations for assigned properties on behalf of the landlord.
* Maintain accurate ledgers for rent, fees, expenses, and reserves per property.
* Reconcile accounts regularly and ensure completeness and accuracy.

2. Tenant Accounts & Rent Management (Reports to Asst FM)

* Monitor tenant accounts and process rent collections.
* Apply payments accurately and handle late payments or delinquencies.
* Serve as the first point of contact for tenant financial inquiries.

3. Vendor & Expense Management (Reports to Asst FM)

* Review and approve property-related invoices for Asst FM review.
* Track recurring and one-time property expenses.
* Ensure timely payment of vendors and compliance with budgets.

4. Reporting (Reports to Asst FM, with FM oversight)

* Prepare property-specific financial statements (Income, Expenses, Cash Flow, Budget vs. Actual).
* Submit reports to Asst FM for consolidation and landlord presentation.
* Escalate unusual financial activity to Asst FM, who may involve the FM.

5. Cash Flow Management (Reports to Asst FM, with FM oversight)

* Monitor rental cash flow to ensure operating expenses and obligations are covered.
* Flag any cash shortages or funding concerns to the FM.
* Coordinate landlord distributions with FM approval.

6. Compliance & Documentation (Reports to FM)

* Ensure all financial activities comply with company policy, lease agreements, and regulatory requirements.
* Maintain organized records for audits, inspections, and landlord review.
* Report compliance concerns directly to FM.

7. Coordination & Escalation (Reports to FM)

* Collaborate with property managers, maintenance, and other departments for smooth operations.
* Escalate complex or cross-departmental financial issues directly to FM.
* Support FM in ensuring timely financial decision-making across teams.

Qualifications:

* 1-2 years of General Accounting experience
* Experience with Microsoft Excel, including the ability to understand and manipulate basic spreadsheets
* Proficient Accounting and computer skills with the ability to quickly learn new programs
* Effective communication skills, with the ability to clearly and concisely express ideas both verbally and in writing
* Ability to display absolute discretion and confidentiality regarding sensitive information
* Ability to take initiative to identify, prioritize and implement all elements required for the team to fulfill responsibilities
* Ability to work well under pressure and effectively handle multiple, concurrent demands and appropriately prioritize responsibilities
* Real Estate experience a plus
* Quickbooks experience a plus