Associate Property Manager

Job Description

Job Description

The Associate Property Manager (APM) oversees the daily accounting operations and financial administration for Rio Vista Mahwah (RVM). Key responsibilities include generating monthly financial reports, processing payroll, managing accounting transactions, and maintaining internal controls and budgets in accordance with GAAP and outside auditor standards.

In addition to financial oversight, this role works alongside the Property Manager to provide administrative, operational, and onsite support. The APM serves as a primary liaison for homeowners, vendors, and contractors, functioning as the front-facing representative of the Association when the Property Manager is offsite.

Key Responsibilities

Financial & Accounting Operations

• Manage all day-to-day accounting, banking, and general ledger activities utilizing QuickBooks.
• Administer accounts payable (A/P) and accounts receivable (A/R), including processing invoices, statements, dues, and deposits.
• Monitor all bank accounts, track interest rates of return, and oversee the quarterly funding of reserve accounts.
• Track collections, outstanding dues, fines, and liens; execute outgoing covenant violation and collection letters as needed.
• Reconcile financial records and assemble audit workpapers for the Association’s annual independent audit.
• Archive and maintain all financial documentation and accounting records systematically.

Board Reporting & Budgeting

• Prepare, analyze, and interpret monthly financial packets for Board of Trustees meetings and the Annual Homeowners Meeting.
• Collaborate with the Finance Committee and Property Manager to develop annual operating and reserve budgets.
• Report directly to the Property Manager and the Board of Trustees on financial performance, variances, and fiscal matters.
• Attend, prepare materials for, and coordinate logistics for monthly Board meetings, ensuring accurate records for meeting minutes.

Community Administration & Resident Services

• Serve as the frontline resource and liaison for homeowners, handling inquiries via phone, email, and in-person visits.
• Prepare welcome packets and onboarding materials for new homeowners.
• Maintain and update resident databases, community directories, vehicle records, and pool membership lists.
• Monitor compliance with community covenants, bylaws, and design guidelines.
• Support general office administration, including typing, filing, cloud backup monitoring, and maintaining Clubhouse/office supply inventories.

Property Operations & Facilities Support

• Coordinate scheduling, rental agreements, and walkthrough inspections for Chapel rentals.
• Track, schedule, and document municipal and state code certifications, including elevator, fire alarm, backflow, and sprinkler inspections.
• Monitor fitness center equipment condition, coordinate maintenance, and liaise with the local Department of Public Works (DPW) when required.
• Oversee seasonal pool operations, including Certified Pool Operator (CPO) guard scheduling, chemical ordering (chlorine), and opening/closing checklists.
• Assist the Property Manager with periodic property inspections, contractor check-ins, and routine vendor oversight.

Qualifications & Requirements

• Education: Bachelor’s degree in Accounting, Finance, or a related business field required.
• Experience:
• • 10+ years of professional accounting and bookkeeping experience.
  • 2–4 years of administrative management experience within an HOA, condominium, or property management setting preferred.
• Certifications: CPA or CMA designation is a plus.
• Technical Proficiency:
• • Advanced proficiency in QuickBooks.
  • Advanced proficiency in Microsoft Office Suite, specifically Excel (data manipulation, reporting, formulas) and Word.
  • Strong general computer literacy, including cloud storage management and database tracking.
• Knowledge & Skills:
• • Working knowledge of New Jersey statutes and guidelines regarding HOA fees, liens, and collections.
  • Familiarity with light facilities maintenance, vendor bidding, and contractor oversight.
  • Excellent interpersonal, verbal, and written communication skills with a strong customer-service mindset.
  • Keen attention to detail, strong organizational abilities, and proven capability to manage competing deadlines independently.

Physical Demands & Work Environment

• Role requires standard office activity, including extended periods of keyboard work, telephone communication, document handling, and physical filing.
• Periodic physical movement throughout the property is required to conduct site inspections, monitor amenities, and coordinate walkthroughs.
• Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions.
• Additional duties relative to the operational success of the RVM Homeowners Association may be assigned by the Property Manager or the Board of Trustees.

\nCompany Description

Rio Vista Mahwah is a private community on 466 acres of park-like meadows and rolling hills in prestigious Bergen County, NJ. Surrounded by Campgaw Mountain and the Ramapo Reservation, residents enjoy majestic mountain views and a community rich with amenities and services.

The Clubhouse and Recreation Center is a unique structure that was once a Roman Catholic Seminary Chapel and part of Seton Hall. Four tennis courts, two pickleball courts, a basketball court and toddler playground is available for resident and guest use. The Fitness Center is equipped with weights, cardio machines, aerobic areas and saunas. Among the Fountain and Formal Gardens is an outdoor pool, heated spa, and wading pool for small children.

This exclusive community offers three types of living – 305 custom built Estate Homes, 62 Darlington Village detached townhome condominiums, and 92 Walsh Hall condominium apartments, each sharing all the luxury amenities offered at Rio Vista Mahwah.

Company Description

Rio Vista Mahwah is a private community on 466 acres of park-like meadows and rolling hills in prestigious Bergen County, NJ. Surrounded by Campgaw Mountain and the Ramapo Reservation, residents enjoy majestic mountain views and a community rich with amenities and services.\r\n\r\nThe Clubhouse and Recreation Center is a unique structure that was once a Roman Catholic Seminary Chapel and part of Seton Hall. Four tennis courts, two pickleball courts, a basketball court and toddler playground is available for resident and guest use. The Fitness Center is equipped with weights, cardio machines, aerobic areas and saunas. Among the Fountain and Formal Gardens is an outdoor pool, heated spa, and wading pool for small children.\r\n\r\nThis exclusive community offers three types of living – 305 custom built Estate Homes, 62 Darlington Village detached townhome condominiums, and 92 Walsh Hall condominium apartments, each sharing all the luxury amenities offered at Rio Vista Mahwah.