Accounts Payable Specialist, Terra West Management Services

Description:

Description
Company Culture & Core Values:
About Terra West Management Services
At Terra West, we don’t just manage communities—we help them thrive. With over 40 years of expertise in community association management, we partner with HOA Boards to deliver excellence in operations, compliance, and community care. Our culture is rooted in respect, collaboration, and a relentless commitment to service. We believe people come first—our clients, our residents, and our team.
Our Core Focus
We exist to empower community leaders and enrich neighborhoods to Inspire Community by providing proactive guidance, professional management, and exceptional customer service. Every action we take is aimed at fostering vibrant, well-run communities where people feel heard, supported, and proud to live.
Our Core Values – We I.N.S.P.I.R.E. Excellence
Integrity – We do what’s right, even when no one is looking.
Nurture – We invest in people, relationships, and growth.
Service – We exceed expectations with every interaction.
Passion – We bring energy and purpose to all we do.
Innovation – We embrace change and lead with forward-thinking solutions.
Resilience – We stay strong, adaptable, and solution-focused in every challenge.
Empathy – We listen, understand, and lead with compassion.
At Terra West, you’re not just taking a job—you’re joining a values-driven team that’s redefining excellence in community management.
Position Summary
The Accounts Payable Clerk is responsible for processing vendor invoices and payments for a portfolio of homeowner associations. This role ensures invoices are accurately coded, approved, and paid in accordance with HOA governing documents, management agreements, and internal controls. The AP Clerk works closely with Community Managers, Accounting, and vendors to support timely and accurate HOA financial operations.
Reporting To: Accounting Supervisor – GL & AP
Key Responsibilities
Process vendor invoices for HOA associations, including utilities, maintenance, landscaping, and contracted services
Verify invoice accuracy, proper coding, and approval prior to posting
Enter invoices into the HOA/property management accounting system
Prepare and assist with weekly payment runs (checks, ACH, wires)
Maintain vendor records, W-9s, and payment terms
Resolve invoice discrepancies, duplicate payments, and vendor inquiries
Monitor AP aging and follow up on outstanding or disputed items
Ensure compliance with HOA governing documents, management agreements, and internal controls
Support month-end close activities related to accounts payable
Requirements
Qualifications
High school diploma or equivalent required; Associate’s or Bachelor’s degree in Accounting or Finance preferred
2+ years of accounts payable experience; HOA or property management experience strongly preferred
Familiarity with HOA/property management accounting systems (Vantaca, AppFolio, TOPS, CINC, or similar preferred)
Basic understanding of general ledger coding
Proficiency in Microsoft Excel and accounting software
Key Competencies
Strong attention to detail and accuracy
Ability to manage multiple associations and deadlines
Clear communication with internal teams and vendors
Organized, dependable, and process-driven
Ability to work in a fast-paced, deadline-oriented environment
Work Posture Requirements:
Sitting: Constantly
Standing: Frequently
Walking: Frequently
Driving: N/A
Bending (from waist): Frequently
Crouching (squat): Rarely
Kneeling: Occasionally
Crawling: N/A
Climbing (stairs): N/A
Climbing (ladder): N/A
Twisting: N/A
Reaching: Rarely
Wrist Motion: Occasionally

Carrying Requirements:
Items Carried: Files/Board books
Distance: 50 steps
Times Per Day: 5
Maximum Weight: 5 pounds

Moving/Lifting Requirements:
Items Moved/Lifted: Paper files
Times Per Day: 5
Maximum Weight: 3 pounds

Moving/Lifting Levels/Heights:
Floor: Occasionally
Knee: Rarely
Waist: Occasionally
Chest: Occasionally
Overhead: Occasionally

Push/Pull Requirements:
Item Name: Furniture Frequency: Frequently

Environmental Conditions:
Inside/Outside: No
Hot/Cold Temperatures: No
Wet: No
Noise: No
Power Equipment: No
Traffic Hazards: No
Chemical Hazards: No
Heights: No
Dust: No
Close Quarters: No
Fumes/Odors: No

EEO/Drug Free Workplace

Apply

https://recruiting.paylocity.com/Recruiting/Jobs/Details/4059703