Bookkeeping Manager in Kennebunk, Maine at Dirigo Community Management LLC

We are seeking an experienced and detail-oriented Bookkeeping Manager to lead our accounting and bookkeeping operations within a growing property management organization. This role is responsible for overseeing the bookkeeping team, managing corporate billing functions, ensuring financial accuracy, and driving process improvements across the department.

The ideal candidate is a proactive leader with strong accounting expertise, exceptional organizational skills, and experience in property management or real estate accounting. This individual will play a critical role in maintaining financial integrity, supporting operational growth, and delivering exceptional service to internal stakeholders and clients.

• Lead, mentor, and develop bookkeeping staff while fostering a culture of accountability, accuracy, and collaboration.
• Establish and maintain departmental procedures, workflows, and performance standards.
• Manage workload distribution and ensure timely completion of daily, weekly, and monthly accounting responsibilities.
• Evaluate team performance and identify opportunities for professional development.
• Support cross-functional collaboration with property management, maintenance, and executive leadership teams.

• Oversee all bookkeeping functions, including accounts payable, accounts receivable, bank reconciliations, journal entries, and general ledger maintenance.
• Manage maintenance department billing and ensure accurate cost allocation and invoicing.
• Ensure compliance with company policies, accounting standards, and applicable regulatory requirements.
• Assist with month-end and year-end closing activities, financial reporting, and audit preparation.
• Coordinate with external auditors, CPAs, and tax professionals as needed.
• Monitor cash management procedures and strengthen internal financial controls.

• Direct all corporate billing activities for the management company.
• Ensure timely and accurate invoicing of management fees, maintenance services, project management fees, and other billable services.
• Review management agreements and contracts to ensure billing compliance and revenue accuracy.
• Monitor accounts receivable aging and oversee collection efforts.
• Investigate and resolve billing discrepancies promptly and professionally.
• Identify opportunities to improve billing processes, efficiency, and revenue capture.
• Maintain comprehensive knowledge of payroll systems and related processes to support operational and financial accuracy.

• Serve as a trusted resource for accounting-related questions from community managers, board members, and company leadership.
• Assist with onboarding new associations and property clients from an accounting perspective.
• Ensure proper setup and maintenance of accounting records, banking relationships, and financial processes.
• Support reserve funding projects, special assessments, and other complex financial transactions.

• Continuously evaluate accounting and billing workflows to improve efficiency and accuracy.
• Support implementation, optimization, and utilization of accounting and property management software.
• Develop reporting tools, dashboards, and metrics that enhance operational visibility and decision-making.
• Recommend and implement best practices for internal controls, compliance, and financial management.

Required

• Minimum of 5 years of bookkeeping or accounting experience, preferably within property management, real estate, or HOA/condominium management.
• Previous supervisory or management experience.
• Strong understanding of accounting principles, financial reporting, and billing processes.
• Advanced proficiency with Microsoft Excel and accounting software systems.
• Excellent analytical, organizational, and problem-solving abilities.
• Strong communication, leadership, and interpersonal skills.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.

• Bachelor's degree in Accounting, Finance, Business Administration, or a related field.
• Experience with property management and accounting platforms such as Vantaca, CINC Systems, AppFolio, Yardi, Sage (Peachtree), NetSuite, or similar software.
• Experience with condominium, HOA, commercial, or residential property accounting.
• Knowledge of trust accounting, reserve fund accounting, and CAM reporting.
• Experience managing contract-based billing and complex invoicing structures.
• Demonstrated success leading process improvements and managing organizational growth.

• Full-time, office-based position.
• Collaborative and team-oriented work environment.
• Occasional extended hours may be required during month-end close, year-end activities, audits, or special projects.

• Competitive salary commensurate with experience.
• Health, dental, and vision insurance.
• Paid time off and company holidays.
• Retirement plan with employer contribution.
• Ongoing professional development and training opportunities.
• Career growth opportunities within a growing organization.

The successful candidate will:

• Maintain accurate and timely financial records and reporting.
• Improve billing accuracy, collections performance, and cash flow management.
• Build and lead a high-performing bookkeeping team.
• Strengthen internal controls and streamline accounting processes.
• Support organizational growth while maintaining exceptional financial accuracy and operational efficiency.
• Serve as a trusted financial resource for both internal teams and clients.