Manager, Accounts Receivable (CA)

Description

Introduction:

Seabreeze Management Company is a full-service property management firm with a diverse management portfolio of over 150,000 residential and commercial properties. Based in Aliso Viejo, California, Seabreeze has offered an unrivaled client experience to commercial common-interest developments and homeowners’ associations for over 30 years! With office throughout California, Arizona, Idaho, Nevada, and Washington, Seabreeze has expanded its mission to be a trusted advisor and collaborative partner with developments to build thriving associations through superior service and integrity.

At Seabreeze, people are at the heart of what we do. Our philosophy, “Passion when combined with commitment, makes anyone unstoppable” is carried out by enthusiastic and customer-centric teams who serve the communities where we work and live.

Summary:

The Manager, Accounts Receivable plays a crucial role in managing the day-to-day operations for one-time and recurring billing charges, production of assessment statements, and processing of payments. The chosen candidate will lead the lead the Billing & Payment Support Team, implement best practices, and ensure timely and accurate posting of one-time and recurring charges, production and distribution of homeowner assessment statements and processing of payments.

Essential Duties and Responsibilities:

The requirements listed below are representative of the knowledge, skill, and/or ability required for this role. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Billing Statement Production & Distribution

• Monitor WelcomeLink to ensure all statements, e-statements and coupon books that are expected to be processed are in fact processed within the expected cadence for the community (i.e. monthly, quarterly, semi-annually, annually).
• Ensure WelcomeLink is programmed to match the portfolio of clients for each brand and that all information is current and accurate.
• Complete second-level review of assessment fees generated for complex and sensitive clients to ensure accuracy.
• Provide back-up to Accounts Receivable Representative(s) for processing billing statements in their absence or during high-volume times to ensure timely processing of statements.

Assessment & Delinquent Fee Programming

• Ensure timely and accurate entry of new fiscal year assessments into CINC, based upon Board-approvedbudget.
• Ensure timely and accurate entry of mid-year changes in assessments into CINC, based on Boardapproved budget revision.
• Review and confirm generation of assessment fees corresponds to an Association’s annual budget.
• Ensure all one-time and recurring charges are added to homeowner accounts.
• Ensures correct programming of delinquent fees and delinquent interest within Assessment Fee Setup’s or Post Charges to match association-approved collection policy.
• Partner with the Transitions team to ensure proper AR setup as well as entry and generation of assessments for new clients.

Payment Application

• Ensure customer payments are accurately and promptly posted.
• Reconcile discrepancies in payments and work to resolve customer payment issues.
• Ensure resolution of complex matters requiring research and communication with association banking partners.
• Stay informed about changes in Association collections and payment processes.
• Ensure in-house payments and charges are posted daily.
• Ensure all lockbox files are processed daily.
• Manage Monthly ACH programming and withdrawals. Ensure accuracy of adjustments to individual accounts, if/ as needed, with written homeowner permission.

Process Optimization

• Develop and implement efficient accounts receivable processes and procedures leveraging the technology available.
• Develop a process to ensure monthly assessment statements are processed in an accurate and timely manner.
• Identify and implement automation opportunities to streamline workflows.
• CINC case management and enhancement requests.

Reporting and Audit Support

• Prepare ad-hoc financial reports as requested by your supervisor, SVP, Client Accounting, the President or CEO.
• Ensure all records and data are well-maintained and easily accessible for audit purposes.
• Provide insights to senior management on trends and areas for improvement.

Leadership and Team Management

• Supervise Accounts Receivable (Charge and Payment Specialists) in their daily operations.
• Respond to escalated emails and calls from homeowners and colleagues within 24 hours.
• Recruit, train, and mentor staff to ensure a high level of expertise and customer service.
• Foster a positive and collaborative team environment by conducting regular check-ins, structured one-onone meetings, and mid-year touchpoints.

Perform all other duties based on business needs. 

Requirements

Education and Experience

• College degree; or equivalent experience
• At least 3 years of experience in accounts receivable
• HOA property management experience is highly desirable.
• Previous supervisory experience; effective in motivating and building strong teams
• Strong understanding of accounting principles, financial regulations, and compliance requirements
• Detail-oriented with a focus on accuracy
• Ability to provide the highest level of customer service, striving to always ensure a positive customer experience
• Ability to work independently and collaboratively within a team.
• Strong internal/external client relations skills required with the ability to communicate effectively at all levels of management, vendors, Boards, and other stakeholder groups.
• Strong analytical, organizational and time management skills
• Excellent, effective, and diplomatic verbal and written communication skills.
• Customer service driven; excellent customer service skills.
• Strong ethical practices – work with confidential /sensitive information and use diplomacy in communicating such information.
• High degree of proficiency with Microsoft Office applications; especially Teams applications for team
• collaboration, presentations, video, etc

Language Skills: 

The candidate must have strong written communication skills, and the ability to communicate effectively with employees at all levels of the organization, both orally and in writing. 

Availability

Monday - Friday, 8 AM - 5 PM

Physical Requirements and Work Environment

The physical demands described here are representative of those that must be met by an associate to

successfully perform the essential functions of this job. Reasonable accommodations may be made to enable

individuals with disabilities to perform the essential functions.

• Must be able to sit for extended periods of time.
• Must have finger dexterity for typing/using a keyboard.
• Must be able to sit for long periods of time at a desk in a meeting.
• Must be mobile enough to move around the office.
• Must be able to hear in order to receive telephone calls and voice mail messages.
• Must be able to lift up to 25lbs.

The work environment is a typical office building. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Regular business hours and must be available for Board meetings and other events after regular business hours, as necessary. 

Seabreeze is proud to be an Equal Opportunity Employer that celebrates the diversity of our team. We do not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other legally protected status. For individuals with disabilities who would like to request accommodation such as an ASL interpreter, please contact Renee Lott at (949) 599-2139.