Overview
The Accounts Payable Specialist is responsible for managing and processing payments related to property-level obligations, including property taxes, HOA dues, utilities, and other escrow-related expenses. This role ensures timely and accurate disbursements while maintaining compliance with applicable regulations, HOA requirements, and internal controls.
This position is fully remote within the United States, with working hours aligned to standard business hours in the employee’s local time zone. The hourly pay range is $22.00 to $25.00, with eligibility for an annual bonus.
Responsibilities
Accounts Payable & Disbursements
- Process and reconcile invoices for property taxes, HOA dues, utilities, and related property expenses
- Ensure timely and accurate payment of all obligations to avoid penalties, liens, or service disruptions
- Maintain payment schedules and monitor due dates across multiple properties/accounts
- Investigate and resolve discrepancies in billing, invoices, and payment records
Property Tax Management
- Review and verify property tax bills for accuracy
- Track tax due dates and ensure on-time payments
- Coordinate with tax authorities and vendors to resolve issues or discrepancies
- Monitor changes in tax assessments and update records accordingly
HOA Dues & Compliance
- Manage HOA payments, including regular dues, special assessments, and fees
- Review HOA rules and regulations to ensure compliance with payment obligations
- Communicate with HOA management companies regarding billing, violations, or account status
- Track and resolve any HOA-related disputes or penalties
Utilities Billing & Payments
- Monitor usage trends and flag irregularities or potential billing errors
- Manage utility accounts (electric, water, gas, waste, etc.) across assigned properties through the utility management provider
- Utilize the utility management portal to activate and deactivate utility services for acquisitions, dispositions, and occupancy changes
- Assist with required paperwork, documentation, and provider communications needed to establish or terminate utility service
- Review and approve payment requests generated by the utility provider, ensuring accuracy of charges, service periods, and account details
- Ensure continuous service by resolving account issues and coordinating with utility providers as needed
- Process utility payments directly only in outlier or exception scenarios
Reconciliation & Reporting
- Reconcile accounts payable transactions and maintain accurate financial records
- Support month-end and year-end close processes
- Generate reports on payments, outstanding liabilities, and exceptions
- Maintain documentation for audits and compliance reviews
Vendor & Stakeholder Coordination
- Communicate with vendors, municipalities, HOAs, and internal teams
- Maintain accurate vendor records and payment instructions
- Support issue resolution related to billing, payments, or compliance
Mail Intake & Document Handling
- Review incoming emails containing scanned attachments of physical mail received on behalf of the organization
- Sort and identify mailed items, emphasizing property tax bills, HOA bills, HOA notices/violations, and route them into correct processing workflows
- Verify the accuracy of mailed statements and upload or enter them into appropriate systems (e.g., property tax tracking, HOA payment tracking)
- Maintain organized digital records of all mailed documents to support audits, compliance reviews, and month-end reporting
- Communicate with internal teams, municipalities, HOAs, or vendors when mailed items require clarification, follow-up, or dispute resolution
Qualifications
Education & Experience
- Associate’s or Bachelor’s degree in Accounting, Finance, or related field (preferred)
- 2-5 years of accounts payable or property-related financial experience
- Experience with property taxes, HOA management, escrow, or real estate servicing strongly preferred
Skills & Competencies
- Strong attention to detail and accuracy
- Knowledge of accounts payable processes and financial controls
- Familiarity with property tax systems, HOA structures, and utility billing
- Ability to manage multiple deadlines and high transaction volumes
- Proficiency in accounting software and Excel
- Strong communication and problem-solving skills
Preferred Qualifications
- Experience in mortgage servicing, loan servicing, or property management environments
- Understanding of escrow accounts and compliance requirements
- Exposure to regulatory or audit environments
Physical Demands and Work Environment
This role primarily involves sitting and using hands to handle objects, tools, or controls. Frequent talking and hearing are required. The noise level is usually moderate. Occasional standing, walking, reaching with hands and arms may be necessary. Rarely required to stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 10 pounds. Vision requirements include close vision, color vision, and the ability to adjust focus.
Equal Employment Opportunity
The employer is an Equal Employment Opportunity organization. Employment decisions are based on merit, competence, and qualifications without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, or any other category protected by federal, state, or local law.