Bookkeeper / Administrative Assistant

KW Property Management Careers•Groveland, FL

3d•Onsite

About The Position

The Bookkeeper / Administrative Assistant supports the Association’s accounting, financial recordkeeping, resident and member account services, vendor administration, and daily management-office operations. The role processes invoices and payments, maintains financial and vendor documentation, reviews and reconciles revenue activity, responds to account inquiries, and assists with month-end reporting, budgeting, annual audits, and tax coordination. It also provides clerical, administrative, front-desk, access-control, and community-operations support. The position is accountable for accurate processing, complete documentation, timely follow-up, adherence to established approval procedures and authorization limits, safeguarding confidential information, and escalating issues appropriately. The position is full-time and non-exempt hourly. Workdays and hours are determined by business and property needs and may change as needed. Work is primarily indoors in an office setting, with frequent interaction with residents, vendors, and staff. Minimal local travel may be required for meetings or training. Occasional physical activities may include sitting, standing, reaching, bending, kneeling, stooping, climbing, pushing, pulling, or lifting items weighing 20 pounds or less. Reasonable accommodations may be made for qualified individuals with disabilities.

Requirements

At least one year of experience in bookkeeping, accounting support, administration, property management, or a related position.
Working knowledge of routine bookkeeping processes, financial recordkeeping, and commonly used business applications, including Microsoft Office.
Strong attention to detail and ability to maintain accuracy across multiple systems.
Ability to organize work, assess priorities, manage competing deadlines, and follow through on outstanding items.
Strong written, verbal, and listening skills, including the ability to serve a diverse, multicultural population.
Professional customer-service skills and ability to handle sensitive or difficult conversations calmly.
Accurate keyboarding ability of approximately 45–50 words per minute.
Ability to work independently within established procedures and collaboratively with management, accounting personnel, and operational teams.
Ability to follow written and verbal instructions and maintain confidentiality.

Nice To Haves

Experience supporting a community association, condominium, homeowners’ association, club, or hospitality operation.
Familiarity with ClickPay, Club Automation, Silverware POS, or comparable accounting, payment-processing, and point-of-sale systems.
Experience with resident account research, vendor compliance tracking, revenue reconciliation, or audit support.
Practical Excel skills for maintaining schedules, reconciling transactions, and organizing financial data.

Responsibilities

Receive, date-stamp, review, code, scan, and enter Association invoices into accounting systems; route them for review and approval and process or submit payments according to procedures and authorization limits.
Verify invoice documentation, general-ledger coding, and approvals; research discrepancies and coordinate corrections.
Maintain accurate, organized, and retrievable financial records, payment documentation, supporting schedules, and owner, property, vendor, and financial information across relevant systems.
Complete daily, weekly, and recurring accounting-support tasks within established deadlines.
Review revenue activity in Club Automation, Silverware POS, and other designated systems; reconcile end-of-day checks, payment records, house-account activity, and departmental revenue reports.
Investigate and document cash-drawer, point-of-sale, and payment discrepancies and coordinate resolution with appropriate departments.
Process and record check deposits and payments related to The Grille, Fitness, Lifestyle events, gift cards, and other Association operations; prepare revenue-tracking reports and escalate unresolved discrepancies.
Respond to homeowner, resident, and member questions about account balances, assessments, billing statements, payment methods, and transaction histories in person, by telephone, and by email.
Guide residents through ClickPay and ACH enrollment, password resets, automatic payments, and recurring assessment arrangements.
Research billing disputes, unapplied payments, late fees, and other account discrepancies; compile documentation and coordinate resolution.
Prepare late-fee waiver and account write-off requests for authorized review and communicate approved outcomes accurately.
Handle sensitive financial conversations professionally and confidentially, escalating concerns when necessary.
Coordinate vendor onboarding and maintain vendor files, including vendor packets, W-9 forms, Certificates of Insurance, contracts, and compliance documentation.
Review vendor documentation for completeness, track insurance expiration dates, request updated records, and communicate with vendors about invoices, payment status, missing documentation, and compliance requirements.
Coordinate with management and accounting personnel to resolve vendor issues and help prevent payment delays or service interruptions.
Prepare and update monthly supporting schedules, financial documentation, and recurring accounting reports; assist the offsite accountant and home-office accounting team with month-end closing and financial-statement preparation.
Research variances, compile explanations, and prepare documentation for proposed adjustments and reclassifications; participate in financial-review meetings and follow up on assigned items.
Support annual budget preparation by gathering financial information, entering data into templates, and organizing supporting materials.
Track annual financial-audit engagement progress and completion; collect and organize records requested by auditors.
Coordinate with management, the offsite accountant, and tax professionals to track tax returns and extensions, provide financial information and audit reports for tax preparation, and maintain a compliance calendar.
Support daily management-office operations through filing, correspondence, data entry, appointment scheduling, mail distribution, and office-supply coordination.
Answer telephone calls professionally, record messages accurately, and ensure appropriate follow-up.
Respond to residents, Board Members, field staff, supervisors, vendors, and other stakeholders within 24 hours; when a complete response is not possible, acknowledge the request and provide an anticipated follow-up timeframe.
Coordinate and track turnover, annual, budget, and other scheduled Association meetings and important dates.
Maintain and process architectural approval documentation, maintenance requests, sale and lease information, and property-specific forms within assigned authority.
Assist with tracking and closing KWPM tickets and other assigned service requests.
Receive and distribute FedEx, UPS, USPS, and other deliveries and mail.
Administer access-control records, verify required vehicle registration and insurance documentation, and program RFID tags.
Provide front-desk, telephone, and concierge coverage during staffing shortages and peak service periods.
Complete other related duties and special projects as assigned.
Safeguard confidential resident, vendor, Association, and company information; follow established approval procedures and authorization limits and coordinate with management when competing demands may affect accounting deadlines or essential operational responsibilities.