Accounts Payable Specialist

Overview

About Terra West Management Services
At Terra West, we don’t just manage communities—we help them thrive. With over 40 years of expertise in community association management, we partner with HOA Boards to deliver excellence in operations, compliance, and community care. Our culture is rooted in respect, collaboration, and a relentless commitment to service. We believe people come first—our clients, our residents, and our team.

The Accounts Payable Clerk is responsible for processing vendor invoices and payments for a portfolio of homeowner associations. This role ensures invoices are accurately coded, approved, and paid in accordance with HOA governing documents, management agreements, and internal controls. The AP Clerk works closely with Community Managers, Accounting, and vendors to support timely and accurate HOA financial operations.

Reporting To: Accounting Supervisor – GL & AP

• Process vendor invoices for HOA associations, including utilities, maintenance, landscaping, and contracted services
• Verify invoice accuracy, proper coding, and approval prior to posting
• Enter invoices into the HOA/property management accounting system
• Prepare and assist with weekly payment runs (checks, ACH, wires)
• Maintain vendor records, W-9s, and payment terms
• Resolve invoice discrepancies, duplicate payments, and vendor inquiries
• Monitor AP aging and follow up on outstanding or disputed items
• Ensure compliance with HOA governing documents, management agreements, and internal controls

Support month-end close activities related to accounts payable.

• High school diploma or equivalent required;
  Associate’s or Bachelor’s degree in Accounting or Finance preferred
• 2+ years of accounts payable experience; HOA or property management experience strongly preferred
• Familiarity with HOA/property management accounting systems (Vantaca, App Folio, TOPS, CINC, or similar preferred)
• Basic understanding of general ledger coding
• Proficiency in Microsoft Excel and accounting software

• Strong attention to detail and accuracy
• Ability to manage multiple associations and deadlines
• Clear communication with internal teams and vendors
• Organized, dependable, and process-driven
• Ability to work in a fast-paced, deadline-oriented environment

• Sitting:
  Constantly
• Standing:
  Frequently
• Walking:
  Frequently
• Driving: N/A
• Bending (from waist):
  Frequently
• Crouching (squat):
  Rarely
• Kneeling:
  Occasionally
• Crawling: N/A
• Climbing (stairs): N/A
• Climbing (ladder): N/A
• Twisting: N/A
• Reaching:
  Rarely
• Wrist Motion:
  Occasionally

• Items Carried:
  Files/Board books
• Distance: 50 steps
• Times Per Day: 5
• Maximum Weight: 5 pounds

• Items Moved/Lifted:
  Paper files
• Times Per Day: 5
• Maximum Weight: 3 pounds

• Floor:
  Occasionally
• Knee:
  Rarely
• Waist:
  Occasionally
• Chest:
  Occasionally
• Overhead:
  Occasionally

• Furniture:
  Frequently

• Inside/Outside:
  No
• Hot/Cold Temperatures:
  No
• Wet:
  No
• Noise:
  No
• Power Equipment:
  No
• Traffic Hazards:
  No
• Chemical Hazards:
  No
• Heights:
  No
• Dust:
  No
• Close Quarters:
  No
• Fumes/Odors:
  No

EEO/Drug Free Workplace