Job Description

About Our Assistants: Our Assistants (ourassistants.com) is a top-tier virtual talent and business staffing provider dedicated to pairing exceptional offshore professionals with scaling global enterprises. We specialize in building dedicated remote team extensions across specialized industries, including property management, corporate accounting, and technical legal services. Operating on a foundation of operational excellence, we ensure a high-trust, seamless remote work lifestyle while delivering precise, premium productivity solutions to our North American corporate clients.

Position Overview

We are seeking an exceptionally detail-oriented, process-driven, and system-proficient Accounts Payable Specialist to join our specialized real estate finance squad under a permanent, full-time work-from-home layout available to qualified candidates based anywhere in the Philippines or Latin America. Operating within an active Homeowners Association (HOA) and property management framework, you will step up to claim absolute invoice entering, multi-entity ledger management, and vendor transactional tracking accountability. Shifting completely away from general virtual assistant tasking, customer chat answering, or basic data entry, you will run an active high-volume bill processing, general ledger (GL) coding, and cash disbursement audit laboratory—partnering face-to-face with US property managers, community board members, external trade vendors, and corporate accounting directors. This position requires an operational accounting professional with 2+ years of experience who structures payables pipelines fluidly natively using Bookkeeping practices, evaluates vendor compliance documentation cleanly within complex property tracking systems, and coordinates electronic payment runs confidently to protect client cash flows during night shifts aligned with USA business hours.

Key Responsibilities

• Vantaca Invoice Processing: Review, verify, and accurately execute high-volume vendor invoice distributions inside the Vantaca real estate management platform, matching documentation against purchase orders cleanly.
• Strict Expense Ledger Coding: Analyze invoice details to apply correct general ledger (GL) chart of accounts distributions, routing documents through automated internal approval streams natively utilizing Bookkeeping rules.
• Vendor Compliance Governance: Maintain accurate and legally compliant vendor records, auditing the continuous validity of active W-9 tax forms and updated corporate liability insurance documents.
• Payment Run Execution: Prepare, schedule, and process electronic ACH batches, online bank transfers, and physical corporate check runs matching established credit term dates.
• Statement Balance Reconciliation: Conduct monthly vendor statement verifications, identifying transaction errors, resolving pricing or quantity discrepancies, and corresponding professionally to settle open items.
• Cross-Functional Communications: Partner closely with regional property managers and community board members to clear pending receipt approvals and address payment tracking queries.
• Month-End Closing Support: Assist with localized financial reporting extractions, preparing accrual tracking sheets, and organizing sub-ledger fields to facilitate accurate closing dates.

Required Skills & Qualifications

• A minimum of 2 years of verified professional history operating within an accounts payable, bookkeeping, or corporate accounting capacity.
• Mandatory Software Requirement: Direct, practical hands-on experience navigating and configuring transaction entry tasks inside Vantaca software is absolutely required.
• Solid foundational knowledge of corporate bookkeeping practices, balancing routines, and internal operational account controls.
• Strong technical familiarity handling Microsoft Excel sheets, Microsoft Outlook networks, and secure cloud storage vaults.
• Exceptional written and verbal communication strengths in English, allowing you to interface cleanly with North American business operators.
• Work Schedule Alignment: Ability to operate continuously during designated USA Business Hours shifts from an optimized, distraction-free home office setup.
• Location Context: Position features permanent remote parameters open exclusively to talent currently residing within the Philippines or Latin America.

Preferred Strategic Indicators (Nice to Have)

• Prior background processing transaction ledgers specifically for US Homeowners Associations (HOAs) or multi-family property management firms.
• Associate or Bachelor degree in Accounting, Finance, or a related commercial discipline.

What We Offer

• Stable, Long-Term Financial Track: Competitive, talent-calibrated monthly salary base built upon your direct property accounting and software configuration experience.
• Permanent work-from-home structural flexibility, keeping you safe and autonomous within your chosen home workstation environment.
• Continuous access to professional training resources, industry-specific workflows, and career development guidance.
• A highly collaborative, modern remote infrastructure that values professional accuracy, zero micromanagement, and structural innovation.
• The ultimate professional sandbox to master international real estate financial management, operating with premier cloud enterprise software systems.

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