Property Accounting Coordinator at WSH Management, Inc. – Irvine, California

WSH Management is seeking a Property Accounting Coordinator to support key financial control and compliance functions across its portfolio of affordable and multifamily communities. This role is responsible for coordinating replacement reserve requests, administering the company’s credit card program, monitoring vendor compliance, and supporting regulatory requirements. The position also assists with software license tracking to ensure appropriate access and cost control. The Coordinator operates within the Accounting function and serves as a central point of coordination between Accounting, Operations, and Asset Management to ensure processes are executed consistently, documentation is complete, and internal controls are maintained.

• Pay: $31.00–$35.00 per hour
• Schedule: Full-time (40 hours per week), Monday–Friday, 8:00 AM–5:00 PM
• Benefits: Medical, Dental, Vision, Life Insurance; 401(k) with employer match
• Time Off: Paid vacation and 15 paid company holidays

Replacement Reserves

• Prepare and submit replacement reserve draw requests to lenders, investors, and regulatory agencies
• Compile and review required documentation, including invoices, proof of payment, contracts, photos, and lien releases
• Maintain detailed tracking logs of all submissions (submitted, approved, funded, outstanding)

Credit Card Program Administration

• Administer the company’s credit card program across the portfolio
• Coordinate issuance of new cards and maintain cardholder records (subject to Controller approval)
• Ensure immediate cancellation of cards upon employee termination
• Maintain cardholder agreements and supporting documentation
• Train staff on proper card usage and policy requirements
• Monitor transactions and follow up on missing receipts or unusual activity

Compliance & Escheatment

• Track and manage unclaimed property, including uncashed checks and outstanding balances
• Coordinate due diligence notices and annual escheatment filings, primarily within California
• Maintain supporting documentation and ensure compliance with applicable regulations

Insurance & Claims Tracking

• Maintain a centralized log of insurance claims across the portfolio
• Track claim status, deductibles, and responsible parties
• Coordinate documentation with internal teams and ownership groups as needed

Vendor Compliance

• Track vendor documentation requirements, including certificates of insurance, W-9s, and licenses
• Utilize RealPage Vendor Credentialing to monitor vendor compliance status
• Ensure vendors are compliant prior to engagement or payment
• Coordinate with vendors and property teams to resolve compliance issues
• Maintain documentation to support internal controls

Software License & Access Tracking

• Maintain inventory of software licenses, including Microsoft, Adobe, and similar platforms
• Track license assignments and ensure alignment with active employees
• Coordinate license additions, removals, and reassignments
• Deactivate or reassign licenses upon employee termination
• Monitor usage and identify unused or duplicate licenses to control costs
• Strong attention to detail and organization
• Ability to manage multiple priorities across a portfolio
• Process-oriented with strong follow-through
• Effective communication and coordination skills
• Ability to identify issues and escalate appropriately
• Effectively prioritize multiple projects simultaneously while meeting deadlines.
• Strong communication and negotiating skills; ability to build and maintain strong vendor relationships.
• Strong analytical skills for data validation, issue identification, and resolution.
• Excellent communication skills with the ability to explain technical issues to non-technical staff.
• Demonstrate ability to apply principles of logical thinking to define problems, collect pertinent data, establish facts, draw valid conclusions and initiate appropriate course of action.
• Effectively convey ideas, images and goals to a diverse group of personalities.
• Exercise professional behavioral interpersonal skills.
• Strong attention to detail, organizational skills, and the ability to prioritize tasks effectively.
• Possess proficiency of the English language, including the ability to understand and communicate effectively with other employees, customers and vendors who only speak English as necessary to perform essential job duties.
• Competence in personal computer skills, keyboard, internet search, math, Microsoft Office Suite/Office 365 including Word, Excel and Outlook as well as Yardi Property Management Software.
• Participate in training to comply with new projects, programs or existing laws.
• Be able to work evenings and weekends on call as needed.
• Present self in a neat, clean and professional manner at all times throughout the workday and/or whenever present at the community or representing the community.
• May require evening, weekend, holiday hours or overtime based on company needs.
• Comply with expectations in accordance with the Employee Handbook.
• Performs other related duties as assigned.
• Carries out additional responsibilities as needed to support department and company objectives

• 3–5 years of experience in property management accounting, accounting support, or asset management
• Experience with affordable housing (LIHTC/HUD) strongly preferred
• Familiarity with replacement reserves or lender reporting preferred
• Experience with Yardi Voyager required
• Strong proficiency in Excel and tracking/reporting tools
• Strong attention to detail and organization
• Ability to manage multiple priorities across a portfolio
• Process-oriented with strong follow-through
• Effective communication and coordination skills
• Ability to identify issues and escalate appropriately
• Strong interpersonal and communication skills, with the ability to interact effectively with diverse community members, as well as management and local authorities.
• Ability to remain calm and composed in high-stress situations and demonstrate problem-solving and conflict resolution skills.
• Competence in the operation of telephone, business calculator, copy machine, facsimile, personal computer/keyboard, Microsoft Office including Word, Excel and Outlook.
• Must possess a valid Driver's License, reliable transportation and current auto insurance coverage as this position may require some driving for company business.