Resident Accounts and Invoice Specialist - ON-SITE
Job Purpose:
The Resident Account & Accounts Payable Specialist plays a critical role in managing financial operations related to past residents and vendor payments. This position is responsible for processing security deposit refunds, coding and approving invoices, and maintaining accurate financial records. The role requires close collaboration with property teams, corporate accounting, vendors, and former residents to ensure compliance with company policies and legal regulations while supporting the organization's financial integrity and operational efficiency.
Key Responsibilities:
Resident Account & Refund Processing
Review move-out inspections and apply appropriate charges to security deposit accounting.
Process security deposit returns in compliance with state and local regulations.
Ensure timely issuance of final account statements to past residents in accordance with legal requirements.
Handle the disbursement of resident refunds or invoice outstanding balances as needed.
Maintain detailed records of all refunds, adjustments, and deposit-related communications.
Past Resident Balances & Pre-Collections
Monitor outstanding balances from former residents and ensure appropriate follow-up.
Contact past residents to resolve unpaid balances, providing clear payment instructions and options.
Prepare and escalate delinquent accounts to third-party collections when necessary.
Maintain accurate records of collection activities and payment histories.
Invoice Processing & Accounts Payable
Accurately code and process invoices with appropriate general ledger allocations.
Route invoices to Community Managers for timely review and approval.
Manage invoice queues to ensure prompt processing and low backlog.
Ensure invoices adhere to company policies and vendor agreements.
Reconcile vendor statements monthly and resolve discrepancies such as duplicate or incorrect billing.
Collaborate with the accounting team to maintain accurate vendor account records.
Collaboration & Compliance
Partner with onsite teams to verify move-out conditions, damages, and applicable charges.
Respond to property team inquiries related to invoices and financial documentation.
Ensure all financial processes—including refunds, collections, and payables—comply with internal policies and legal standards.
Provide excellent customer service to former residents regarding final account balances, deposit returns, and billing questions.
Qualifications:
Education & Experience
Relevant educational background in accounting, finance, or property management preferred.
Bilingual proficiency in English and Spanish required.
1+ years of experience in property management, accounting, accounts payable, or accounts receivable preferred.
Experience with deposit accounting, resident refunds, collections, or vendor payments is a strong plus.
Familiarity with legal regulations related to security deposits and collections is advantageous.
Skills & Competencies
Strong attention to detail and accuracy in financial transactions.
Professional communication skills with the ability to interact effectively with former residents, vendors, and internal teams.
Proficiency in property management and financial software (Yardi preferred).
Excellent organizational and documentation abilities.
Capable of managing multiple priorities and meeting deadlines under financial constraints.
This is an ON-SITE position