Virtual Assistant – HOA Software & Banking Transitions

About the Role

Are you a detail-oriented professional who doesn’t give up until the job is done? We’re looking for a Virtual Assistant to support community association management companies through major transitions, including moving to new software platforms like CINC and Vantaca and switching their banking relationships. You’ll play a key part in making these changes feel manageable for clients. If you have HOA accounting experience, love organized work, and enjoy seeing tough tasks through to the finish, this could be the right fit for you.

Key Responsibilities

Support HOA software migrations in CINC and Vantaca, including data setup, cleanup, and verification
Assist with banking conversions, such as updating payment information, autopays, and vendor and utility accounts
Navigate utility and vendor portals, track down account access, and work with providers to set up new logins
Handle HOA accounting tasks such as accounts payable, reconciliations, and owner ledger review
Keep project trackers and documentation up to date
Communicate professionally with management company staff, banks, and vendors

Qualifications

• HOA or property management accounting experience
• Hands-on CINC experience is required; Vantaca experience is a big plus
• Strong attention to detail and follow-through, especially on tasks that take persistence
• Highly proficient in Excel
• Clear, friendly written and verbal English
• Quiet work environment suitable for client calls
• Comfortable working independently and asking good questions
• Available during US Eastern business hours (25-30 Hours)

Why Join Us

Meaningful, varied work with management companies across the HOA industry
A supportive, relationship-focused team
Strong security practices, including MFA, endpoint protection, managed IT, and secure file sharing, so you work in a protected environment

How to Apply

Start your message with the phrase “You can count on me” so we know you read the full post. Applications without this phrase will not be entertained.

Your application should include:

1. Résumé (PDF)
Attach your résumé listing your HOA or property management accounting roles, the US-based companies you supported, and the software you used (especially CINC and Vantaca).

2. Video introduction (2–3 minutes)
Record a short video and include the link in your message (Loom, Google Drive, or YouTube unlisted). Make sure anyone with the link can view it. In the video, cover:

Who you are and your current or most recent role
Your hands-on experience with CINC (and Vantaca, if any)
A time you had to keep following up to get something done, such as account access or a vendor response
Why this role interests you

Please speak naturally and don’t read from a script. We want to hear how you communicate.

3. Written answers to these questions

• How many years have you worked in HOA or property management accounting, and for which types of US-based companies?
• Describe your hands-on experience with CINC. Which tasks have you done in it (e.g., data setup, AP, reconciliations, owner ledgers)? Have you used Vantaca?
• Have you been part of a software migration or banking conversion? Briefly describe your role.
• How do you handle a vendor or utility provider that is slow to respond or won’t give you account access?
• Confirm your availability for US Eastern business hours, your expected monthly compensation in PHP, and your earliest start date.

Incomplete applications, including those missing the résumé, video link, or written answers, will not be considered.