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.