HOA Accounting Assistant Manager

About the Role

The Assistant Accounting Manager supports the Accounting Manager in overseeing the preparation, accuracy, and integrity of all accounting records for multiple community associations and sub‑associations. This role plays a key leadership function in maintaining financial processes from initial transaction recording through audited financial statements, ensuring compliance with GAAP and organizational standards.

The position provides day‑to‑day financial and administrative support to property management operations and actively contributes to process improvements, system enhancements, and team development. The Assistant Accounting Manager serves as a technical resource and mentor within the accounting function while supervising Financial Administrators and Assistants to ensure efficient, accurate, and timely completion of departmental responsibilities.

• Assist in and lead the preparation, review, and maintenance of accounting records and financial data.
• Oversee the monthly close process, including journal entries, reconciliations, and financial statement preparation in accordance with GAAP and association reporting requirements.
• Support the preparation of audited financial statements and related documentation.
• Ensure accuracy and completeness of general ledger activity across multiple associations.

• Oversee depository and operating bank accounts, including electronic banking platforms and file transmissions.
• Ensure timely reconciliation of all bank and investment accounts.
• Manage ACH files, lockbox processing, and electronic funds transmission schedules.
• Serve as primary liaison with banking partners to maintain accuracy and efficiency in all transactions.
• Manage Positive Pay files, including submission, monitoring, and timely decisioning of all exception items to prevent fraud and ensure payment accuracy.

• Oversee billing processes for builder, non‑resident, and membership accounts.
• Ensure accurate recording of payments and review billing accuracy through audits of accounts, property records, and assessment rates.
• Support collection efforts, including escalation actions such as Intent‑to‑Lien recommendations.
• Monitor receivables aging and work proactively to resolve outstanding balances.

• Coordinate with accounts payable processes to ensure alignment with receivable activities.
• Review and process account refunds, ensuring accuracy and appropriate member communication.

• Maintain membership and non‑resident account files, including tracking property closings and ownership changes.
• Collaborate with developers and builders to verify property details and transactions.
• Ensure compliance with internal policies, accounting standards, and regulatory requirements.

• Directly supervise and provide guidance to Financial Administrators and Assistants, ensuring workload prioritization, accuracy, and timeliness of deliverables.
• Train, mentor, and evaluate staff performance, fostering professional growth and accountability.
• Assist in identifying staffing needs and optimizing team structure and workflows.
• Support departmental training initiatives and development of best practices.

• Lead and support the implementation of accounting system enhancements and process improvements.
• Collaborate with external vendors to optimize technology solutions and automate workflows.
• Develop and document procedures to improve efficiency, accuracy, and reporting capabilities.
• Serve as a subject matter expert on accounting software and systems.

• Support special projects and initiatives as assigned by the Accounting Manager.
• Provide cross‑functional support to administrative and property management teams as needed.
• Perform other duties as necessary to support department and organizational objectives.

• Bachelor's degree in Accounting, Finance, or related field preferred.
• Strong accounting and bookkeeping expertise, with a solid understanding of GAAP.
• Demonstrated leadership or…