Position:

Homeowners Association Resident Services Coordinator Position Overview:

Colonnades Property Owners Association, Inc. (CPOA) is seeking an experienced, organized, dependable, and professional Resident Services Coordinator to oversee the day-to-day operations of the community office and serve as a primary point of contact for residents, homeowners, realtors, prospective residents, vendors, board members and department heads. This position combines office administration, customer service, financial procession, QuickBooks, record keeping and community association support. The candidate must be comfortable working independently, handling confidential information, communicating professionally with residents and vendors, and managing multiple responsibilities while maintaining accuracy. This is a part-time position offering 25-30 hours per week.

Community and Office Administration:

• Serve as a primary point of contact for community members.
• Assist residents with day-to-day questions, concerns, and requests.
• Learn, follow and administer CPOA procedures and policies.
• Welcome new residents and assist with the new resident process.
• Serve as a liaison between residents, board members, and department heads.
• Coordinate with the appropriate person or department to resolve resident issues.
• Interface with realtors, prospective residents, title companies, and other outside parties.
• Ensure resident and application procedures are properly completed.
• Process incoming and outgoing mail, email, forms, and drop-box items.
• Prepare and post community bulletin board notices according to established procedures.
• Maintain organized and accurate office records.
• Maintain confidentiality of resident, financial, and association information.
• Prepare and process estoppel and related requests.

Financial and Accounting Responsibilities Monthly Maintenance Fee Processing:

• Receive and process monthly maintenance fee payments.
• Post monthly maintenance fee invoices to homeowner accounts through QuickBooks.
• Scan and deposit checks using the check reader/deposit system.
• Manually post payments to individual homeowner accounts in QuickBooks.
• Process late fee invoices and related homeowner chargers.
• Coordinate accounts requiring escalation or collection procedures.

Accounts Payable/Invoices:

• Receive and review vendor invoices.
• Determine the appropriate account code for invoices.
• Obtain required department head approvals.
• Process payments and checks through QuickBooks.
• Coordinate required signatures and mailing of checks.
• Maintain organized invoice and payment documentation.
• Handle vendor questions regarding invoice payments.
• Maintain current W-9 forms and Workers' Compensation/General Liability Certificates of Insurance for vendors.
• Record electronic payments through monthly journal entries when required.

Credit Cards and Petty Cash:

• Process credit card charge slips.
• Determine appropriate account coding.
• Obtain required approvals.
• Enter credit card charges as bills in QuickBooks.
• Reconcile credit card transactions to monthly statements.
• Record/apply monthly credit card payments in QuickBooks.

Payroll Administration:

• Process weekly payroll for employees.
• Collect and review employee time and payroll information for accuracy.
• Enter payroll information into the payroll system and ensure employees are paid accurately and on time.
• Maintain payroll records and support documentation.
• Assist with routine payroll question and discrepancies.
• Maintain confidentiality of employee payroll and financial information.

Banking & Financial Records:

• Prepare and make company bank deposits.
• Maintain accurate records of bank deposits by scanning and filing deposit documentation.
• Maintain organized electronic and paper financial documentation.
• Assist with accounts receivable and prepaid journal entries.
• Maintain accurate financial records and supporting documentation.

Community Events and other

Financial Duties:

• Prepare event sheets.
• Reconcile event receipts, expenses, and sales tax owed.
• Deposit income received from community activities and events.

Required Qualifications:

QuickBooks Experience

• Required
• Demonstrates experience using QuickBooks.
• Must be comfortable entering payments, bills, invoices, journal entries, and account transactions.
• Experience with accounts payable, accounts receivable, banking transactions.

Additional Required Skills:

• Strong computer skills and proficiency with Microsoft Office including Word and Excel.
• Professional email and internet skills.
• Strong organizational and time-management skills.
• Excellent attention to detail and accuracy.
• Ability to multitask and prioritize competing responsibilities.
• Strong written and verbal communication skills.
• Professional and courteous customer service skills.
• Ability to work independently with minimal supervision and maintain strict confidentiality.
• Ability to handle sensitive resident concerns with patience, professionalism, and discretion.
• Ability using office equipment including but not limited to copiers, scanners and printers.

Preferred Qualifications:

• Previous experience in an HOA community association, accounting, or administrative office.
• Experience with homeowner/community association financial processes.
• Experience with QuickBooks Desktop. Background Check
• Employment is contingent upon successful completion of a required background check.

Schedule:

• 25•30 hours per week

Compensation:

• Salary $19.00
• $23.00 per hour depending upon experience and qualifications.
• No medical insurance is provided.
• 7 paid vacation/personal days per year after 6 months of satisfactory employment.
• 6 paid holidays.

To Apply:

• Interested applicants submit a resume and list of applicable qualifications by September 26, 2026.

Pay:

$19.00

• $23.00 per hour Expected hours: 25.0
• 30.

0 per week

Benefits:

Paid time off Application Question(s): Do you have a college degree in accounting or finance?

Education:

High school or equivalent (Preferred)

Experience:

QuickBooks:

3 years (Required)

HOA or Community Association:

2 years (Preferred)

Accounting or Bookkeeping:

3 years (Preferred)

Work Location:

In person