Accounting Manager / Operations Administrator

Evolve is looking for a part-time (10-20 hours per week on avg) individual (open to hourly or salaried structures) to join our team in a dual Accounting and Administrative Operations role. This individual will manage the day-to-day accounting functions for the business and the associations we manage - including Accounts Payable, Accounts Receivable and bank reconciliations.

This position is primarily remote, allowing you to work on your own flexible schedule (within agreed responsiveness windows). However, candidates must reside in the Atlanta area, as the role requires visiting the Evolve PO Box 1–2 times per week to retrieve mail, process physical documents when needed, and deposit checks when needed.

Core Responsibilities

• Financial Management: Manage full-cycle AP (ensuring 10-day payment turnaround), AR/homeowner dues, bank reconciliations, basic financial reporting, and annual tax/SOS filings (working with a CPA who does the taxes).
• Operations & Support: Co-manage the primary Evolve inbox, manage vendor files (W9s, insurance) in our software, and act as a thought partner to streamline our processes along with additional operational support.

The Ideal Candidate

You have at least a solid, foundational understanding of basic accounting principles and are tech-savvy. You possess excellent interpersonal skills for interacting with board members, vendors, and homeowners.

Most importantly, you are a forward-thinker who takes initiative to create operational efficiencies rather than just executing tasks (potential additional compensation for found efficiencies). Bachelor's degree required - preferably in Accounting, Finance or similar Business degrees.

• Note: For the right candidate, this role offers the distinct opportunity to scale into a full-time management position as Evolve grows, though desire, candidate success, and business needs will dictate this.

Thorough list of responsibilities

Accounting Manager / Operations Administrator

The purpose of this role is to manage the accounting and administrative needs of Evolve. The individual in this role will take initiative to ensure the highest level of financial management for all of the associations Evolve manages along with Evolve’s own financials.

Success in this role will also mean that administrative needs are addressed promptly, thoroughly and with the highest level of customer service (when applicable). Evolve will fail without well run operations, financial oversight, and administrative efficiencies.

Future iterations of this role may offload specific responsibilities of the job to become more of a full management role, rather than primarily execution. The ideal candidate will grow with this responsibility and into that future role, in tandem with Evolve’s growth. However, that is dependent on business needs and the candidate’s success, capabilities and interest and is no way a guarantee.

Responsibilities

While these areas are distinct, success in this role requires seamless navigation between the two areas, as administrative tasks often support the financial management of our associations and Evolve.

Accounting & Financial Management

• Manage the bank reconciliation process, including communicating with vendors and Evolve Managers on any questions or needs
• Follow the Bank Reconciliation SOP and Month End additional work documents and be familiar with routine and ad-hoc adjustments needed
• Ensure extremely clean reconciliations
• Manage all AP; Bills paid within 10 business days of receipt
• Manage the financial package creation process
• Also manage the batched reports functionality
• Maintain all CDs, renewing them in line with Board direction and ensuring followup to Managers well in advance of renewal for Board direction on renewal or not and communicate to Bank
• Manage all homeowner dues application, including questions from homeowners or Evolve Managers about their dues
• Work with CPA annually on tax returns for HOAs
• Make payments for any taxes owed
• Organize returns on Evolve Software for each HOA and internal storage site (Google Drive)
• Work with IRS on any discrepancies
• Help with Budget creation for associations
• Work with managers
• Review the financials for Evolve’s financial management associations
• Chart of accounts cleanup and management
• Manage homeowner reimbursements
• Handle all wires needed by associations (will need to set up ACH and wire approval for their AAB account)
• Interact with vendors regarding outstanding balances and payment status
• Void checks with Evolve preferred bank when necessary and reissue payments
• Onboard new associations (epay app, homeowner account creations, budget import, financials import) when requested
• Quarterly (possibly monthly) Bill pay billing to the associations
• Year-end 1099 processing
• Visit the Evolve PO Box 1-2x per week
• Deposit all checks received within 48 business hours of receipt
• Record all closing transactions in the respective Google Drive (named and organized appropriately), deposit closing checks and create new homeowner accounts when needed
• Apply all charges to new homeowner accounts
• Pay all physically received bills (and push vendors to send digital)
• Take action (or forward to applicable party) for all other received physical documents

Administrative & Operations

• Manage the credentials for all vendor and utility logins, ensuring all Evolve managed utilities are under one log-in for that company unless otherwise impossible
• Co-manage the main Evolve inbox, looping in the responsible party or responding with known answers
• Manage W9 and vendor info and vendor insurance within Buildium. Ensuring all vendor info is up to date and accurate.
• Annual SOS filings
• Charge back cost to associations as well
• Be a thought leader in the efficient operations of Evolve
• Utility onboarding
• Submitting feature requests to Buildium as needed and identified
• Record SOPs of work
• Aggregate utilities under master accounts