Accounts Payable Specialist — protect the funds of dozens of communities, one invoice at a time

Our client is a long-established community association management company in the US Mountain time zone (Arizona), managing homeowner associations on behalf of their volunteer boards. They have been doing it for three decades, and they still manage the very first communities they signed. That is the kind of place this seat sits in.

Here is what makes this different from ordinary accounts payable. You are not keeping one company’s books. Each association is its own legal entity, with its own bank account, its own budget, its own board, and its own money belonging to its own homeowners. A landscaping contractor who services twelve communities sends one invoice, and it becomes twelve payables paid from twelve accounts. Paying the right vendor the right amount is only half the job. Paying it out of the right community’s funds is the other half, and it is the half that matters most.

Your work feeds the monthly financial statements each board reads, so what leaves your desk has to be right and has to be on time. You will also deal directly with volunteer board treasurers, who approve the invoices for their community and who do not work for anyone here. A large part of this role is getting approvals moving from people who are giving their evenings to their neighbourhood, and helping them use the portal without making them feel foolish.

This is a full-time, long-term seat for someone who takes real satisfaction in a clean payables queue, a reconciliation that ties, and a vendor who never has to chase.

Key Responsibilities

Invoice Processing and Data Entry

• Post business transactions, process invoices, and verify financial data used to maintain accounts payable records.
• Assemble and review invoices to be completed for payment.
• Input daily bookkeeping and record keeping at volume, without letting accuracy slip.
• Check vendor files for any previous payments and assign voucher numbers.
• Provide the clerical support needed to pay the obligations of each association.

Payment Accuracy and Controls

• Protect each association against unintentional overpayment.
• Investigate any questionable invoice items, prices, or signatures.
• Obtain proper information and approval before invoice payments are released.
• Practise effective monitoring so vendors are paid in a timely manner.
• Maintain meticulous records of outstanding payables.

Vendor and Account Management

• Reach out to set up new utilities and vendors for newly onboarded communities with the information they require.
• Maintain updated vendor insurance coverage and request updates as needed.
• Keep track of all payments and expenditures, including purchase orders, invoices, and statements.
• Maintain copies of invoices and correspondence necessary for the files.

Records, Reconciliation and Reporting

• Reconcile processed work by verifying entries and comparing system reports to balances, including accounts payable reports.
• Ensure the accuracy of each association’s financial documents for payment, auditing, and tax purposes.
• Prepare analyses of accounts and produce monthly reports.
• Provide periodic reports and other records as required.
• Maintain historical records so any payment can be traced end to end.

Board and Team Communication

• Build a working relationship with the board contact for each community assigned to you, most often the treasurer, so questions and concerns can be raised by phone or email.
• Train board members on how to approve invoices on the portal.
• Communicate daily with colleagues and vendors.
• Be a genuine team player in the accounting department, willing to cross-train and to cover while teammates are out sick or on vacation.
• Contribute to continuing improvement of the payment process.
• Take on other projects as assigned by your supervisor.

Requirements

• At least 2 years of hands-on accounts payable experience, keying and processing invoices yourself rather than only reviewing work that others processed.
• A working command of double-entry bookkeeping: you can state which account is debited and which is credited when an invoice is recorded and when it is paid, without hesitating.
• Practical understanding of accrual accounting, including accruals for work received but not yet invoiced, and prepaid expenses spread over the months they cover.
• Comfort with high-volume data entry, and a personal method for staying accurate when the queue is long.
• Experience reconciling an accounts payable subledger or aging report against a general ledger balance, and the instinct to investigate a difference rather than force it to agree.
• Clear written and spoken English. You will email volunteer board members and vendors directly, and your writing represents the management company.
• Willingness to work a US Mountain Standard Time schedule every working day, and a home setup that supports it: reliable primary internet, a backup connection, backup power, and a quiet place to take calls.

Preferred Qualifications

• Experience in homeowner association, community association, or property management accounting.
• Experience working across multiple entities or multiple sets of books, where each entity has its own bank account and its own reporting.
• Familiarity with a dedicated property management or association accounting platform, and with an owner or board web portal.
• Experience tracking vendor documentation such as certificates of insurance and W-9s, including chasing renewals before they expire.
• Exposure to month-end close in a team that reports to a controller or CPA.
• A degree in accountancy, finance, or a related field. Solid experience without the degree is welcome.

Tools & Software

• A property management or association accounting platform with a full accounts payable module (the specific platform will be confirmed at offer stage; if you have used one, say which).
• A board and homeowner web portal, including the invoice approval workflow board members use.
• Microsoft Excel or Google Sheets for vendor matching, aging analysis, and monthly reporting.
• Microsoft Teams and OneDrive for team communication and document storage.
• Email and shared document folders for vendor records, insurance certificates, and correspondence.
• Hubstaff for time tracking during paid working hours.

What Makes You a Great Fit

• You get a small, quiet satisfaction from a payables queue that is genuinely clear, not just triaged.
• You notice when a number looks wrong before anyone asks you to look at it, and you go and find out why.
• You can hold a control politely. When something is missing, you say so, and you also offer the route to getting it paid.
• You understand that money belonging to other people is not the same as money belonging to your employer, and you would never treat a payment from the wrong account as a filing problem.
• You are patient with volunteers. A board treasurer who cannot find the approve button is not an obstacle, they are part of the job.
• You tell people things early. A missed deadline you flagged on Monday is a scheduling matter; the same one discovered on Friday is a crisis.
• You are steady. This is a thirty-year-old business that still manages the communities it started with, and they are hiring with that in mind.

Benefits

What We Offer

• Up to $7/hour
• 100% remote work
• Full-time role

We hire for the long haul, so a steady track record of staying and growing always moves you up our list.

To apply:

Ensure your LinkedIn profile and resume are up-to-date and comprehensive (submit a comprehensive resume in English, PDF format), and complete the assessment in this link: https://assessment.aptiveindex.com/s/FiUhtJcrVkOU

A quick note on how we will reach you: our recruitment team communicates primarily through Telegram, using the mobile number on your application and resume. Please make sure that number is active and registered on Telegram, since this is where screening and interview scheduling happen. If it is not registered yet, you can set it up right after you apply — it takes only a few minutes and keeps your application moving without delay.

By applying, you consent to being contacted via the contact information provided in your application for recruitment purposes only.

Because of the volume of applications we receive, we’re only able to follow up directly with candidates whose experience closely matches this role. If you don’t hear from us within 10 days, please know we genuinely appreciate your interest—and we’d welcome your application to future openings that may be a stronger fit. Thank you for considering Remote Raven, and all the best in your search.

A note on scheduling: initial interviews run in US Mountain Standard Time (MST) within a 3:00 AM – 1:00 PM MST window. We know that takes flexibility around the time difference, and we genuinely appreciate it.