Collections Administrator

Collections work in community association management is not sales, and it is not chasing. It is documentation. Every account you touch has a paper trail that someone else may one day read closely: a resident, a title company, an attorney, or an auditor. Our client is a US community association management company, and they are hiring a Collection Administrator to own that paper trail.

You will run the payment plan inbox, post and code legal payments in VMS with proper deposit backup, prepare lien documentation and lien releases off the Lien Tracker, and package approved accounts for referral to attorney offices off the Legal Tracker. In between, you keep residents, site teams and attorneys informed, inside a 24 business hour response standard.

This takes a particular kind of person. The work is structured and repetitive on purpose, and the cost of a single careless entry is not a typo, it is a lien recorded against the wrong home or a release that does not get filed. If you are the person who checks the balance one more time before the document goes out, this is a seat built for you.

Key Responsibilities

Payment Plan Administration

• Establish and manage payment plans through the payment plan inbox, with every agreement accurately documented and tracked
• Monitor the payment plan shared inbox and respond to incoming requests and correspondence within 24 business hours
• Maintain organized records of all active payment plans and monitor compliance against the agreed schedule

Legal Payment Processing (VMS)

• Post received legal payments in VMS, coding each payment for deposit accurately
• Create and save proper backup documentation for each deposit in VMS
• Maintain organized, audit-ready payment records that support the collections and accounting teams

Lien Documentation and Processing

• Prepare lien documentation in line with established collection policies and the Lien Tracker
• Prepare approved liens for recording based on the Lien Tracker, complete and accurate every time
• Correspond with residents about delinquent balances before lien processing, following the guidelines in the Lien Tracker
• Prepare lien releases for accounts where balances have been satisfied, handling requests from Collection Specialists, title companies and other parties

Legal Referral Preparation

• Prepare approved accounts for legal referral to attorney offices based on the Legal Tracker
• Ensure every required document is complete and organized before an account goes to legal counsel
• Correspond with attorneys on payments received and the status of open accounts

Correspondence and Communication

• Review all new email and voicemail correspondence daily and respond within 24 business hours
• Monitor the payment plan and collections shared inboxes throughout the day
• Correspond with residents about delinquent balances in a professional and compliant manner
• Correspond with site teams about delinquent accounts, providing account information and status updates
• Correspond with attorneys and legal contacts as needed to support active legal accounts

A Typical Day

• Clear new emails and voicemails, and get responses out inside the 24-hour window
• Work the payment plan and collections shared inboxes throughout the day
• Post received legal payments, code them for deposit, and save backup documentation in VMS
• Prepare lien releases requested by Collection Specialists, title companies and others once balances are satisfied
• Send pre-lien correspondence to residents based on the Lien Tracker
• Prepare approved liens for recording, and approved accounts for legal referral, based on the Lien and Legal Trackers

Requirements

• Prior experience in collections, accounts receivable, or a similar administrative role. Community association management experience is a strong plus
• Strong attention to detail. Lien documentation, legal referrals, and payment records have to be accurate and complete every time
• Organized, and able to carry a high volume of accounts, documents, and correspondence at the same time
• Professional written and verbal communication. This role deals with residents, attorneys and site teams on sensitive financial matters
• Comfortable working inside structured workflows and tracker-based processes
• Solid general computer and data entry skills. Experience with VMS or comparable property management software is a plus
• Reliable and self-directed in a remote setting, meeting daily and weekly deadlines consistently

Preferred Qualifications

• Experience in community association management, HOA collections, or property management
• Familiarity with lien processes, legal referral workflows, or collections compliance in a real estate or HOA context
• Experience with VMS or comparable community association management software
• Background processing legal payments, managing payment plans, or coordinating with attorneys on collections matters

Tools & Software

• VMS (Village Management Software) or a comparable community association management platform, for example, Vantaca, CINC Systems, TOPS, Caliber, AppFolio, or Buildium
• Lien Tracker and Legal Tracker workflows (spreadsheet or tracker-based queues)
• Shared inbox and calendar tools (Outlook or Gmail), with disciplined folder and flag habits
• Microsoft Excel for account lists, aging and reconciliation of what has been sent and what is outstanding
• PDF tools for assembling, splitting and labelling lien and referral documentation
• MS Teams and OneDrive for team communication and file storage

What Makes You a Great Fit

• Your inboxes are watched and your responses go out inside 24 hours, every day, without exception
• Every lien, release and legal referral that leaves your desk is complete, accurate and properly documented
• Payment records are clean, coded correctly and backed up, so they are audit-ready at any moment
• Residents, attorneys and site teams get clear, professional, timely communication from you on every account
• You notice when a file has been sitting too long and you move it, without being asked
• You would rather ask one clarifying question than record a document you are not certain about

Benefits

What We Offer

• Up to $6/hour
• 100% remote work
• Full-time role

We hire for the long haul, so a steady track record of staying and growing always moves you up our list.

To apply:

Ensure your LinkedIn profile and resume are up-to-date and comprehensive (submit a comprehensive resume in English, PDF format), and complete the assessment in this link:

https://assessment.aptiveindex.com/s/FrCXY3ebCvsD

A quick note on how we will reach you: our recruitment team communicates primarily through Telegram, using the mobile number on your application and resume. Please make sure that number is active and registered on Telegram, since this is where screening and interview scheduling happen. If it is not registered yet, you can set it up right after you apply—it takes only a few minutes and keeps your application moving without delay.

By applying, you consent to being contacted via the contact information provided in your application for recruitment purposes only.

Because of the volume of applications we receive, we're only able to follow up directly with candidates whose experience closely matches this role. If you don't hear from us within 10 days, please know we genuinely appreciate your interest—and we'd welcome your application to future openings that may be a stronger fit. Thank you for considering Remote Raven, and all the best in your search.

A note on scheduling: initial interviews run in US Mountain Standard Time (MST) within a 3:00 AM – 1:00 PM MST window. We know that takes flexibility around the time difference, and we genuinely appreciate it.