Accounts Payable Clerk at Vacatia in Fort Lauderdale, FL

Job description

• Join Vacatia and Help Power Financial Excellence Behind Extraordinary Owner Experiences
• Location: Fort Lauderdale, FL
• At Vacatia, we’re reinventing vacation ownership blending hospitality, technology, and operational excellence to create smarter, more connected experiences for owners and guests. Behind every exceptional stay is a strong financial foundation. That’s where you come in.
• We’re looking for a detail-driven Accounts Payable Clerk to support the financial operations of our Homeowners Association (HOA) portfolios across Vacatia-managed properties. This role is essential to ensuring accurate vendor payments, strong internal controls, and transparent financial reporting that our HOA boards and property leaders rely on every day.
• If you thrive in structured environments, enjoy working with numbers, and take pride in precision and accountability, this is your opportunity to make a meaningful impact.
• At Vacatia, every role contributes to delivering seamless, trustworthy experiences for owners and guests. As our Accounts Payable Clerk, you won’t just process invoices you’ll help safeguard financial accuracy across our property portfolio and support the operational heartbeat of our organization.
• If you’re ready to bring precision, accountability, and partnership to a growing hospitality innovator, we’d love to meet you.

Responsibilities

• Manually process accounts payable invoices of around 250 a week for HOA operating and reserve accounts across multiple properties
• Review and code invoices according to approved budgets, GL accounts, and property allocations
• Ensure compliance with HOA governing documents, internal controls, and audit standards
• Match invoices to purchase orders and secure proper approvals prior to payment
• Prepare and process weekly check runs, ACH payments, and wire transfers
• Maintain vendor records, including W-9 documentation and 1099 compliance
• Reconcile vendor statements and proactively resolve discrepancies
• Assist with month-end close activities, including accruals and AP aging review
• Support annual audits and respond to board-related financial documentation requests
• Partner with property managers and HOA boards to ensure accurate and timely expense tracking
• Maintain organized electronic documentation and record retention systems

Requirements

• Experience & Education
• Associate degree in Accounting, Finance, or equivalent experience preferred
• 1–2 years of accounts payable experience required
• HOA or property management accounting experience strongly preferred
• Experience processing multi-entity or multi-property AP transactions
• Manual processing experience
• Technical Expertise
• Proficiency in accounting software such as Mass 500, Sage, NetSuite, Great Plains, or similar systems
• Strong understanding of general ledger coding and accrual accounting principles
• Intermediate to advanced Microsoft Excel skills
• Knowledge of 1099 reporting requirements
• Professional Strengths
• Exceptional attention to detail and commitment to accuracy
• Strong organizational and time management skills
• Ability to manage multiple properties and competing deadlines
• Clear, professional communication skills
• High integrity and discretion when handling financial information
• Collaborative, service-oriented mindset

Skills

Required

• Knowledge of 1099 reporting requirements
• Clear, professional communication skills
• Collaborative, service-oriented mindset