Accounts Receivable Clerk

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.

We exist to empower community leaders and enrich neighborhoods to Inspire Community by providing proactive guidance, professional management, and exceptional customer service. Every action we take is aimed at fostering vibrant, well-run communities where people feel heard, supported, and proud to live.

• Integrity – We do what’s right, even when no one is looking.
• Nurture – We invest in people, relationships, and growth.
• Service – We exceed expectations with every interaction.
• Passion – We bring energy and purpose to all we do.
• Innovation – We embrace change and lead with forward-thinking solutions.
• Resilience – We stay strong, adaptable, and solution-focused in every challenge.
• Empathy – We listen, understand, and lead with compassion.

At Terra West, you’re not just taking a job—you’re joining a values-driven team that’s redefining excellence in community management.

The HOA Accounts Receivable Specialist is responsible for managing the billing, collection, and posting of homeowner assessments, fees, and other receivables. This role ensures accurate and timely financial reporting, maintains positive homeowner relationships, and supports the accounting department in maintaining compliance with GAAP and HOA policies.

• Prepare and issue monthly assessment statements, special assessments, and other billing as required.
• Ensure accurate account coding and posting in the HOA management software (e.g., Vantaca).

• Monitor delinquent accounts and initiate collection procedures, including reminder notices, phone calls, and payment plans.
• Process payments received via lockbox, online portals, checks, and other methods.
• Reconcile payments with homeowner accounts and resolve discrepancies promptly.

• Reconcile A/R subsidiary ledgers with the general ledger monthly.
• Prepare reports on delinquent accounts, aging schedules, and collections activities for management and the board of directors.
• Assist with annual audits and year-end reporting as needed.

• Respond to homeowner inquiries regarding statements, balances, and payment options in a professional and timely manner.
• Maintain documentation of communications, payment arrangements, and collections efforts.

• Identify opportunities to streamline A/R processes and improve efficiency.
• Ensure compliance with HOA governing documents, state regulations, and accounting standards.

• 1–3 years of accounts receivable or bookkeeping experience, preferably in HOA, property management, or condominium accounting.
• Proficiency with accounting software
• Strong attention to detail, organizational skills, and ability to manage multiple accounts.
• Excellent written and verbal communication skills.
• Knowledge of GAAP and HOA financial procedures is a plus.

Office-based position, typically Monday–Friday.

• Timely and accurate billing and payment posting.
• Reduction of delinquent accounts and improvement in collections.
• Accuracy of reconciliations and reports.
• Maintain accounts receivable records both on paper and electronic
• Other duties as may be assigned

• Sitting – x
• Standing – x
• Walking – x
• Driving – x
• Bending (from waist) – x
• Crouching (squat) – x
• Kneeling – x
• Crawling – x
• Climbing (stairs) – x
• Climbing (ladder) – x
• Twisting – x
• Reaching – x
• Writs Motion – x

• 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

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

• Furniture:
  Frequently
• Shampooer:
  None
• Vacuum:
  None
• Utility Cart:
  None

• Inside/Outside – x
• Hot/cold Temperatures – x
• Wet – x
• Noise – x
• Power Equipment – x
• Traffic Hazards – x
• Chemical Hazards – x
• Heights – x
• Dust – x
• Close Quarters – x
• Fumes/Odors – x