OverviewThe Accounts Payable Specialist is responsible for managing and processing payments related to property-level obligations, including property taxes, HOA dues, utilities, and other escrow-related expenses. This role ensures timely, accurate disbursements while maintaining compliance with applicable regulations, HOA requirements, and internal controls. 

 

This position can be fully remote anywhere in the United States. Working hours will align with standard business hours in the employee’s local time zone.   The hourly pay range is between $22.00 and $25.00 per hour.  Eligible for an annual bonus as well. 

ResponsibilitiesAccounts Payable & Disbursements

Process and reconcile invoices for property taxes, HOA dues, utilities, and related property expenses

Ensure timely and accurate payment of all obligations to avoid penalties, liens, or service disruptions

Maintain payment schedules and monitor due dates across multiple properties/accounts

Investigate and resolve discrepancies in billing, invoices, and payment records

Property Tax Management

Review and verify property tax bills for accuracy

Track tax due dates and ensure on-time payments

Coordinate with tax authorities and vendors to resolve issues or discrepancies

Monitor changes in tax assessments and update records accordingly

HOA Dues & Compliance

Manage HOA payments, including regular dues, special assessments, and fees

Review HOA rules and regulations to ensure compliance with payment obligations

Communicate with HOA management companies regarding billing, violations, or account status

Track and resolve any HOA-related disputes or penalties

Utilities Billing & Payments

Monitor usage trends and flag irregularities or potential billing errors

Manage utility accounts (electric, water, gas, waste, etc.) across assigned properties through Conservice, the company’s utility management provider

Utilize the Conservice portal to activate and deactivate utility services for acquisitions, dispositions, and occupancy changes

Assist with required paperwork, documentation, and provider calls needed to establish or terminate utility service

Review and approve Conservice-generated payment requests, ensuring accuracy of charges, service periods, and account details

Ensure continuous service by resolving account issues and coordinating with Conservice or utility providers as needed

Process utility payments directly only in outlier or exception scenarios

Reconciliation & Reporting

Reconcile accounts payable transactions and maintain accurate financial records

Support month-end and year-end close processes

Generate reports on payments, outstanding liabilities, and exceptions

Maintain documentation for audits and compliance reviews

Vendor & Stakeholder Coordination

Communicate with vendors, municipalities, HOAs, and internal teams

Maintain accurate vendor records and payment instructions

Support issue resolution related to billing, payments, or compliance

Mail Intake & Document Handling

Review incoming emails from the HQ department containing scanned attachments of physical mail received on behalf of the company 

Sort and identify mailed items, with emphasis on property tax bills, HOA bills, HOA notices/violations, and ensure they are routed into the correct processing workflows

Verify the accuracy of mailed statements and upload or enter them into the appropriate systems (e.g., property tax tracking, HOA payment tracking) 

Maintain organized digital records of all mailed documents to support audits, compliance reviews, and month‑end reporting 

Communicate with internal teams, municipalities, HOAs, or vendors when mailed items require clarification, follow‑up, or dispute resolution 

QualificationsEducation & Experience

Associate’s or Bachelor’s degree in Accounting, Finance, or related field (preferred)

2–5 years of accounts payable or property-related financial experience

Experience with property taxes, HOA management, escrow, or real estate servicing strongly preferred

Skills & Competencies

Strong attention to detail and accuracy

Knowledge of accounts payable processes and financial controls

Familiarity with property tax systems, HOA structures, and utility billing

Ability to manage multiple deadlines and high transaction volumes

Proficiency in accounting software and Excel

Strong communication and problem-solving skills

Preferred Qualifications

Experience in mortgage servicing, loan servicing, or property management environments

Understanding of escrow accounts and compliance requirements

Exposure to regulatory or audit environments

Certifications, Licenses, and/or Registration

N/A

Physical Demands and Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

While performing the duties of this job, the employee is regularly required to sit and use hands to handle, touch or feel objects, tools, or controls.  The employee frequently is required to talk and hear.  The noise level in the work environment is usually moderate.  The employee is occasionally required to stand; walk; reach with hands and arms.  The employee is rarely required to stoop, kneel, crouch, or crawl.  The employee must regularly lift and/or move up to 10 pounds.  Specific vision abilities required by this job include close vision, color vision, and the ability to adjust focus.

EEOC

Cedar Brook Property is an Equal Employment Opportunity employer.  All aspects of consideration for employment and employment with the Company are governed on the basis of merit, competence and qualifications without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, or any other category protected by federal, state, or local law.

apply to this job