Accounting & Collections Specialist

SUMMARY: The Accounts Receivable & Housing Assistance Program ("HAP") Administrator is responsible for managing the financial accounts of tenants, including rent collection, security deposit refunds, and Housing Assistance Program (HAP) administration. This position plays a vital role in developing and implementing strategies to collect outstanding debts, while ensuring full compliance with government assistance programs and internal financial policies.

DUTIES AND RESPONSIBILITIES:

Accounts Receivable & Collections

• Review and post all Accounts Receivable "AR" payments and charges/fees daily (both electronic and manual).
• Travel to local banks for manual deposits and company errands as needed.
• Respond to escalated tenant payment inquiries via in-person, phone, email, and chat.
• Develop and implement collection strategies to recover outstanding debts.
• Prepare and distribute late notices and collection correspondence per company policy.
• Monitor and initiate legal proceedings related to rent collection and evictions.
• Process and report bad debt accounts to collection agencies monthly.
• Negotiate payment plans, settlements, or other approved resolutions.
• Maintain accurate records of all collection activities.

Security Deposit & Account Management

• Manage pre- and post-move-out inspections; apply damage charges accordingly.
• Oversee Security Deposit escrow accounts in collaboration with Corporate Accounting.
• Prepare former residents' security deposit dispositions accurately and promptly.
• Ensure timely processing of refunds and owner distributions within predefined deadlines.
• Reconcile deposit records with Corporate Accounting Department monthly.
• Ensure proper posting and collection of all fees (late, legal, pet, damage, lock-out, etc.).

Housing Assistance Program ("HAP") Administration

• Distribute bulk rental assistance payments to the appropriate individual tenant accounts with accuracy and timeliness.
• Complete annual HAP tenant recertifications to ensure compliance with agency guidelines.
• Audit HAP tenant accounts to maintain up-to-date and accurate contract documentation.
• Coordinate with housing agencies and maintain relationships with agency administrators.
• Meet hard recurring deadlines on annual re-certification tasks for all HAP accounts.

Compliance & Communication

• Conduct all activities in accordance with Fair Housing Laws and company policies.
• Maintain confidentiality and handle financial data responsibly.
• Prepare and present regular reports on collections status and financial activities to management.
• Attend required meetings, training sessions, and resident events.

General Support

• Assist with phone coverage and service ticket submissions as needed.
• Provide customer service in the absence of forward-facing customer service agents.
• Perform additional tasks as assigned by management.