The role
Neon Link places experienced association bookkeepers with US community association management companies that run homeowner associations (HOAs), condominium associations and townhome communities. The work is the association's books from end to end: posting owner assessment payments from the bank lockbox, ACH drafts and the owner portal, entering approved vendor invoices, running late fees and delinquency follow-up by the collection policy, reconciling operating and reserve bank accounts, and closing each association's month with a financial package the board can read.
Most of it lives in association software such as Vantaca, CINC Systems, AppFolio, Buildium or TOPS, sometimes alongside QuickBooks, and you may carry the books for several associations at once, each with its own budget, reserve accounts and board. Your contact is mostly written, with the community managers and sometimes a board treasurer, plus the occasional call to explain a number, so this is mostly a non-voice role.
It matters because every owner pays into these accounts, a volunteer treasurer presents your statements to their neighbors, and a mistake in a reserve balance or a late fee can turn into an angry annual meeting or an audit finding. You'll have access to bank accounts and owner balances, so every placement works under the client's approval limits: you prepare and record, and the client's people approve and release every payment. You won't release payments or sign checks, decide write-offs or payment plans, give tax advice, or send an account to collections or the association's attorney on your own; those decisions belong to the manager and the board, and collection letters follow the client's collection policy and templates because state law and the association's documents set the steps.
People do well here when they tie every account out, would rather ask than guess, and can explain a number in plain English to a treasurer who doesn't read a balance sheet for a living.
Day to day you'll take direction from the client's accounting manager, controller or community managers, as part of their team, with Neon Link behind you. Before you touch a live set of books you're trained on the client's chart of accounts, close calendar, collection policy, approval rules and software.
What you'll do
- Post owner assessment payments from the bank lockbox, ACH drafts and the owner portal to the right owner accounts every day, and clear unapplied cash and payment exceptions with the manager
- Enter approved vendor invoices against the association's budget and approval rules, keep vendor records and W-9s current, and line up payment runs from the right operating or reserve account for the client to approve and release
- Run late fees and delinquency follow-up on the collection policy's schedule: reminder and late notices from the client's templates, payment plans logged as the manager approves them, and accounts flagged for the manager's or the attorney's next step, never sent on your own
- Reconcile every operating, reserve and money market account to its bank statement each month, and track reserve contributions and interfund transfers so every fund balance ties
- Close each association's month on the client's close calendar and prepare the board financial package: balance sheet, income statement with budget to actual, aged receivables and delinquency report, reserve fund activity and bank reconciliations, with a short note on what moved and why
- Handle special and prepaid assessments, new owner accounts and transfers, and prepare account statements for resale, estoppel and payoff requests for the manager's review
- Support budgets, audits and tax season: pull the schedules, worksheets and support the association's CPA and the board ask for, and prepare vendor 1099s
- Answer manager and treasurer questions about an owner balance or a line in the financials in writing, with the ledger detail attached
- Flag what looks wrong before anyone else finds it, such as a duplicate invoice, a vendor asking to change bank details, a payment posted to the wrong owner or a reserve account paying an operating bill, and ask the client in writing for what you need
- Every association's financial package delivered on the close calendar the client sets, every month
- Every operating and reserve account reconciled to its statement each month, with open items explained instead of carried forward
- Owner payments posted daily, and owner ledgers that match what owners see in the portal
- Late fees and collection letters on the collection policy's schedule, the same way for every owner
What you bring
- 2 or more years of bookkeeping or accounting for US community associations, at a US association management company or through an outsourcer serving them, including assessment posting, bank reconciliations and monthly board financials
- Rental property accounting with no association books doesn't count for this role on its own, and neither does Philippine condo corporation or BIR bookkeeping, or AP and AR processing without reconciliations and month end close
- Hands-on with at least one association accounting system such as Vantaca, CINC Systems, AppFolio, Buildium, TOPS or Caliber; QuickBooks Online or Desktop used for association books also counts
- Working knowledge of association fund accounting: operating and reserve funds, reserve contributions and interfund transfers, prepaid and special assessments, late fees under a collection policy, and budget to actual reporting for a board
- Comfortable with an association's year end: supporting the annual audit or review and the CPA's tax return work, vendor 1099s, and the numbers behind next year's budget
- Intermediate to advanced Excel or Google Sheets: reconciliations, aging and delinquency reports, and budget worksheets another person can follow
- Trustworthy with banking and owner data: you use only the logins the client gives you, you never release a payment the client hasn't approved, you don't move bank statements, owner ledgers or board materials onto personal devices or accounts, and you'll sign a confidentiality agreement and pass a background check, including a current NBI clearance
- Clear written English for manager emails, board notes and month end summaries, and clear spoken English for the call where you explain a number to a volunteer treasurer without jargon
- Able to work US business hours, a night shift that starts between 8pm and 1am Philippine time depending on the client's US time zone and the time of year, with longer days possible during close week and budget season, agreed in advance and paid
- Education: a bachelor's degree in accountancy, accounting or finance preferred, not required; hands-on association bookkeeping matters more
- Vantaca or CINC Systems, including bank lockbox imports and bulk late fee runs
- Reading a reserve study well enough to set up the reserve components and track spending against it
- Resale and estoppel account statements, payoff letters and new owner account setup
- A Philippine CPA license, a US CPA or EA, or a CMCA or another community association credential
- Time at a US management company carrying many associations at once on one close calendar
Work setup
- Your own Windows 10 or 11 computer with a Core i5 or Ryzen 5 and 8 GB of RAM or more that runs the client's tools, plus a webcam and a noise canceling headset
- Fiber internet of at least 25 Mbps with a mobile data or second provider backup
- A UPS or generator so a brownout doesn't end your shift
- A quiet, private workspace where bank statements, owner ledgers and board financials can't be seen by anyone else
- Tell us your city and province when you apply; we hire across regions, so one storm or outage doesn't hit everyone at once
You'll do well here if
Questions applicants ask
- Is this job work from home?
- Yes. Remote, work from home, anywhere in the Philippines, no night commute.
- How much does it pay?
- PHP 55,000 to 75,000 a month (about PHP 327 to 446 an hour). About USD 875 to 1,190 a month at today's exchange rate. The rate already covers night hours. Pay is in Philippine pesos (PHP).
- What are the working hours?
- Monday to Friday, US business hours (night shift in the Philippines), weekends off; exact shift set with the client, and close week and budget season are the busiest stretches.
- When would I start?
- Hiring now.
- How do I apply?
- Use the form on this page: your resume, a few questions about this role, your expected pay and a short voice introduction you record on the page. A person reads every application.
- Does Neon Link charge a fee to apply?
- No. Neon Link never charges a fee to apply, test, train or start, and only contacts applicants from neonlink.ai email addresses.