HOA Accounting & Administrative Coordinator

Job Description

Job Description

Reports To: Association Manager
Location: Winston Village Association, 168 Joy Drive, Bolingbrook, Illinois 60440
Employment Type: Full-time- Onsite

Job Summary:
The HOA Accounting & Administrative Coordinator provides accounting and administrative support to ensure the efficient operation of the Homeowners Association office. This role involves flexibility and requires interaction with homeowners, vendors, and board members. Responsibilities include maintaining association records, processing invoice payments, assisting with communication sent to owners, and supporting day-to-day operations. It is important that the candidate can learn quickly and is able to work independently. They must also be able to work with our attorneys to handle owners’ accounts in various stages. Some accounting, bookkeeping or homeowner association experience would be a plus, but it is not mandatory. The ideal candidate should possess good organizational skills, must have excellent attention to detail abilities, can interact professionally with others and must be dependable. They must also be proficient in Microsoft Office (word, excel, adobe etc).

Key Responsibilities:

• Greet and assist homeowners, visitors, and vendors in person, via phone, or email.
• Respond to inquiries and provide information regarding HOA rules, association dues, meetings, and events.
• Maintain accurate records of homeowners, payments, correspondence, and violations.
• Assist in the preparation of board meeting packages, minutes, notices, and related materials.
• Manage incoming and outgoing mail and email.
• Process payable invoices, monthly late fees and collection notices.
• Process account turnovers to our attorney.
• Handle owners in collections, foreclosures, bankruptcy, evictions and promissory notes.
• Process and monitor leasing – Landlord/Rental Unit paperwork & files updated.
• Process closing document requests and payoff letters
• Ensure that legal bills are allocated to each individual unit.
• Answer emails and return phone calls.
• Process insurance and census violations.
• Coordinate maintenance requests and follow up with vendors and residents as needed.
• Support the preparation and distribution of newsletters, announcements, and flyers.
• Maintain organization of files (digital and paper).
• Assist with Clubhouse rental forms, deposits etc.
• Perform other duties assigned by the HOA Manager or Board of Directors and support the Homeowner Liaison.