Account Specialist (Property Management / HOA)

Job Summary

KDCI Outsourcing is seeking an experienced Account Specialist with a background in Property Management, Community Management, or Homeowners Association (HOA) Management. This role supports the day-to-day client, financial, and administrative operations of assigned accounts, including vendor coordination, invoice processing, financial review, collections, documentation, and client support. The ideal candidate communicates effectively with clients, homeowners, board members, vendors, property managers, and internal teams, and is organized, proactive, and able to work independently in a fast-paced environment.

Key Responsibilities

• Support the day-to-day operations of assigned property management portfolios or HOA accounts.

• Communicate professionally with clients, homeowners, board members, vendors, property managers, and internal teams.

• Handle and coordinate client inquiries, requests, and account-related concerns.

• Review ledgers, financial statements, billing records, and supporting documents for accuracy and completeness.

• Assist with accounts payable, vendor invoice processing, and monthly payment monitoring.

• Review invoices for duplicate charges, incorrect amounts, missing information, or other discrepancies.

• Support the setup and maintenance of vendor accounts.

• Collect and monitor vendor requirements, including W-9 forms and certificates of insurance.

• Process and distribute billing statements to clients.

• Monitor accounts receivable and assist with collection follow-ups when necessary.

• Track petty cash transactions and ensure receipts are submitted and properly coded.

• Identify accounting errors, discrepancies, and unresolved transactions.

• Follow up on missing documents, approvals, invoices, payments, and other outstanding requirements.

• Maintain accurate and organized client, vendor, and financial records.

• Prioritize urgent tasks and ensure deadlines are met.

• Coordinate with the appropriate teams to resolve client and account concerns.

• Escalate issues requiring management attention.

• Perform other property management, HOA, administrative, and accounting support duties as assigned.

• At least 2 years of experience in Property Management, Community Management, or Homeowners Association (HOA) Management.

• Previous experience supporting U.S.-based property management or HOA accounts.

• Experience communicating with homeowners, board members, property managers, vendors, or clients.

• Familiarity with HOA financial processes, including ledgers, accounts payable, accounts receivable, billing, collections, and vendor management.

• Excellent written and verbal English communication skills.

• Strong interpersonal and customer service skills.

• Strong problem-solving abilities and sound decision-making skills.

• Ability to handle client concerns professionally and remain calm under pressure.

• Quick-thinking with the ability to respond appropriately to unexpected questions or urgent concerns.

• Fast learner who can quickly understand new systems, policies, and processes with minimal guidance.

• Comfortable working independently with limited supervision.

• Ability to multitask, prioritize work, meet deadlines, and perform effectively in a fast-paced environment.

• Strong organizational skills and attention to detail.

• Proficient in Google Workspace, including Gmail, Google Docs, and Google Sheets.

• Experience using property management, accounting, or HOA management software.