Accounts Payable Specialist

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

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

DESCRIPTION

N/A

RARELY

OCCASIONALLY

FREQUENTLY

CONSTANTLY

Sitting

x

Standing

x

Walking

x

Driving

x

Bending (from waist)

x

Crouching (squat)

x

Kneeling

x

Crawling

x

Climbing (stairs)

x

Climbing (ladder)

x

Twisting

x

Reaching

x

Writs Motion

x

CARRYING REQUIREMENTS

ITEM

DESCRIPTION

Items Carried:

Files / Board books

Distance:

50 steps

Times per day:

5

Maximum Weight:

5 pounds

MOVING/LIFTING REQUIREMENTS

ITEM

DESCRIPTION

Items Moved/Lifted:

Paper files

Times Per Day:

5

Maximum Weight:

3 pounds

MOVING/LIFTING LEVELS/HEIGHTS

LEVEL

FREQUENCY

Floor:

Occasionally

Knee:

Rarely

Waist:

Occasionally

Chest:

Occasionally

Overhead:

Occasionally

PUSH PUL REQUIREMENTS

ITEM

FREQUENCY

Furniture:

Frequently

Shampooer:

None

Vacuum:

None

Utility Cart:

None

ENVIRONMENTAL CONDITIONS

Condition

Yes

No

Inside/Outside

x

Hot/cold Temperatures

x

Wet

x

Noise

x

Power Equipment

x

Traffic Hazards

x

Chemical Hazards

x

Heights

x

Dust

x

Close Quarters

x

Fumes/Odors

x

EEO/Drug Free Workplace