HOA Finance Assistant

Summary:

The Finance Assistant will be responsible for the reconciliation and management of internal accounts, assist the Assistant Finance Manager with daily accounting tasks such as updating internal system information with new data, communicating important and necessary information to the team, manage and execute daily transactions. The incumbent will also assist in the annual filings, file monthly reconciliations, and maintain electronic files and folders.

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