Key Facts

Remote From:

Full time

Entry-level / graduate

English

Hard Skills

Accounting Software Digital File Management Data Entry Property Management Digital File Management Accounts Payable Digital File Management General Security Annual Reports Auditing Invoicing Property Management PDF Management Software Expense Reports Campaign Management Online Communication Process Engineering Internal Communications

Other Skills

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Video Conferencing
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Time Management
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Microsoft Office
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Client Confidentiality
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Ability To Meet Deadlines
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Trustworthiness
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Organizational Skills
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Detail Oriented
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Team Oriented

Roles & Responsibilities

Minimum 2-3 years of administrative experience (association management preferred)
Experience with accounting software and document management systems
Strong written communication and high level of discretion when handling financial documents
Proven organizational skills with the ability to manage multiple properties and deadlines simultaneously

Requirements:

Escrow Processing: prepare and process escrow demand packages, issue welcome packets, update owner contact information, prepare pre-lien documentation, and send late notices per policy
Financial: invoice support, enter vendor bills, post expenses in the accounting software, create and distribute payment coupon books, assist with annual budget packet creation
Elections / Governance: coordinate annual election mailings, prepare and distribute electronic ballots, assemble and distribute board meeting packets, assist with documentation required for annual meetings
Compliance / Filings: submit required state filings, maintain a digital filing system, ensure documentation is properly indexed and retrievable

Booth & Partners

About Booth & Partners

We impact global start-ups and organizations to ignite their sense of mission and purpose while impacting the lives of underserved communities around the world. Our co-evolving partners seek to disrupt their industry and serve as a vehicle for change. We provide outsourcing services in the form of Talent Solutions, Managed Solutions, and Workspace Solutions helping our partners drive towards ever-greater purpose and meaning. Our values are what ultimately drive Booth and Partners. We do our best to make sure that our shared values are deeply ingrained in how we work. We understand how values are inextricably connected to all areas of our business, and we focus on ways to be intentional. These values manifest not only in how we relate to each other but how we thrive and exist in the world.

Company type: Large

Founded: 2018

Company size: 1001 - 5000

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Job description

Position Summary

The Internal Team Coordinator supports the administrative, financial, and compliance functions of multiple commercial building associations. This role ensures accurate processing of owner communications, billing documentation, elections, compliance filings, and board materials.

The ideal candidate is detail-oriented, process-driven, comfortable working independently, and capable of handling confidential financial and owner information with discretion. This is a remote position requiring strong accountability, effective time management, and strict adherence to internal controls.

Core Responsibilities

Owner & Escrow Processing

Prepare and process escrow demand packages.
Issue Welcome Packets to new owners.
Update and maintain owner contact information in management software.
Prepare Pre-Lien documentation packages.
Send late notices in accordance with association policy and timelines.

Financial & Invoice Support

Monitor designated invoicing email account daily.
Enter vendor bills accurately into the accounting system.
Post expense report expenses in the accounting software.
Create and distribute payment coupon books.
Assist with annual budget packet creation and mailing.

Kocal Properties, Inc.

Note: This position may handle financial data but does not have authority to release funds without management approval.

Elections & Governance

Coordinate Annual Election mailings.
Prepare and distribute electronic ballots.
Assemble and distribute Board meeting packets.
Assist with documentation required for annual meetings.

Compliance & Filings

Submit required State compliance filings (Secretary of State).
Maintain an accurate digital filing system in Laserfiche Cloud.
Ensure documentation is properly indexed and retrievable.

Performance Expectations

All escrow demands processed within company-required turnaround times.
Invoices entered within 24 hours of receipt, excluding weekends.
Election and Board materials completed by published deadlines.
Zero tolerance for data entry errors affecting financial records.
Maintain an organized digital filing structure at all times.
Respond to internal team communications within one business day.

Requirements

Required Skills & Qualifications

Minimum 2–3 years of administrative experience (association management preferred).
Experience with accounting software and document management systems.
Strong written communication skills.
High level of discretion when handling financial documents.
Strong organizational skills and follow-through.
Ability to manage multiple properties and deadlines simultaneously.
Proficiency in Microsoft Office and PDF editing tools.