Bookkeeper / Administrative Assistant

KW PROPERTY MANAGEMENT AND CONSULTING•Groveland, FL

19h•Onsite

About The Position

The Bookkeeper / Administrative Assistant supports bookkeeping, accounts payable, revenue tracking and reconciliation, resident and member financial services, vendor compliance, month-end and budget activities, annual audit and tax coordination, and daily community-office operations. The role processes invoices and payments in accordance with approval procedures, maintains accurate and retrievable financial records, investigates discrepancies, and prepares supporting schedules and reports. It also assists residents and members with account questions and payment platforms, handles sensitive financial conversations confidentially, and coordinates vendor documentation and follow-up. The position provides clerical and administrative support to the management office, responds to stakeholder requests, coordinates meetings and important dates, maintains assigned property documentation and service requests, supports access-control records, and provides front-desk and concierge coverage when needed. The employee is accountable for accurate processing, complete documentation, timely follow-up, appropriate escalation, and safeguarding confidential information. This is a full-time, non-exempt hourly position. Workdays and hours are determined by business and property needs and may change. Minimal local travel may be required for meetings or training.

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, review, code, scan, and enter Association invoices; route them for approval and process or submit payments under established procedures and authorization limits.
Verify supporting documents, general ledger coding, and approvals; research discrepancies and coordinate corrections.
Maintain accurate, organized 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 daily revenue activity and 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; coordinate resolution and escalate unresolved issues.
Process and record check deposits and payments for Association operations, and prepare revenue-tracking reports and supporting schedules.
Respond to homeowner, resident, and member questions about balances, assessments, statements, payment methods, and transaction histories in person, by telephone, and by email.
Guide residents through online payment platforms, ACH enrollment, password resets, automatic payments, and recurring assessment arrangements.
Research billing disputes, unapplied payments, late fees, and account discrepancies; compile documentation and coordinate resolution.
Prepare late-fee waiver and account write-off requests for authorized review and communicate approved outcomes accurately.
Coordinate vendor onboarding; maintain vendor packets, W-9 forms, insurance certificates, contracts, and other compliance records; track expirations and request updates.
Communicate with vendors about invoice discrepancies, payment status, missing documentation, and compliance requirements; coordinate resolution with management and accounting personnel.
Prepare and update monthly supporting schedules, financial documentation, and recurring accounting reports; assist with month-end close and financial-statement preparation.
Research variances and prepare explanations and support 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 audit progress, collect and organize requested records, and coordinate with management, accounting, and tax professionals on tax returns, extensions, and filing deadlines.
Provide clerical and administrative support, including filing, correspondence, data entry, appointment scheduling, mail distribution, and office-supply coordination.
Answer calls professionally, record messages accurately, distribute mail and deliveries, and ensure appropriate follow-up.
Respond to residents, Board Members, field staff, supervisors, vendors, and other stakeholders within 24 hours; acknowledge requests and provide an expected follow-up timeframe when a complete response is not yet possible.
Coordinate and track turnover, annual, budget, and other Association meetings and important dates.
Maintain and process architectural approvals, 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.
Administer access-control records, verify vehicle registration and insurance documentation, and program RFID tags.
Provide front-desk, telephone, and concierge coverage during staffing shortages and peak service periods.
Safeguard confidential information, follow approval limits, and coordinate with management when competing demands could affect accounting deadlines or essential operations.
Complete other related duties and special projects as assigned.