Onsite Accounting & Bill Pay Supervisor

Tag Management Inc•San Diego, CA

5d•$65,000 - $85,000•Onsite

About The Position

Plumb is seeking an experienced, hands-on Accounting & Bill Pay Supervisor to lead our onsite team of Accounting and Bill Pay Associates. This role is responsible for the day-to-day management, productivity, accuracy, and development of associates who support high-net-worth families and family offices with bill payment, disbursements, account reconciliation, financial recordkeeping, and client service. The ideal candidate is a strong operational manager who understands accounting fundamentals, enjoys managing people and workflows, and is comfortable working in an environment where accuracy, responsiveness, confidentiality, and follow-through are critical. This is not simply a review position. The Supervisor is expected to actively manage the work: knowing what is outstanding, ensuring deadlines are met, identifying problems before they become client issues, coaching associates, and stepping in when necessary.

Requirements

4+ years of experience in accounting operations, bookkeeping, bill pay, financial operations, or a related field.
Prior experience supervising or managing employees.
Strong understanding of bank and credit card reconciliations.
Strong attention to detail and ability to review high volumes of financial information accurately.
Demonstrated ability to manage deadlines, workflows, and multiple competing priorities.
Strong written and verbal communication skills.
Sound judgment and ability to identify when an issue should be escalated.
Comfortable holding employees accountable for performance and deadlines.
High degree of professionalism, discretion, and confidentiality.
Strong technology skills and ability to learn new systems quickly.
Ability and willingness to work full-time, 100% onsite in our La Jolla office.

Nice To Haves

Bachelor's degree in Accounting, Finance, Business, or a related field.
Experience supervising accounting associates, bookkeepers, AP specialists, or similar personnel.
Experience with QuickBooks or comparable accounting platforms.
Experience working with high-net-worth individuals, family offices, wealth management firms, professional services firms, or other demanding client-service environments.
Experience improving workflows, documenting procedures, and building operating processes.
Experience managing teams in a high-volume transaction-processing environment.

Responsibilities

Directly supervise Accounting and Bill Pay Associates working onsite in our La Jolla office.
Establish daily and weekly priorities and ensure work is appropriately assigned and completed.
Monitor associate workloads, productivity, accuracy, responsiveness, and follow-through.
Conduct regular one-on-one meetings, coaching sessions, and performance discussions.
Train and develop associates on Plumb procedures, accounting fundamentals, client service, and quality standards.
Identify performance issues quickly and establish clear corrective action and follow-up.
Help onboard and train new team members as the onsite organization grows.
Create a culture of accountability, teamwork, urgency, professionalism, and continuous improvement.
Oversee associates responsible for processing client bills and invoices.
Oversee associates responsible for preparing payments and disbursements through check, ACH, wire, and other approved payment methods.
Oversee associates responsible for reviewing payment documentation and ensuring appropriate approvals are obtained.
Oversee associates responsible for monitoring outstanding bills and upcoming payment deadlines.
Oversee associates responsible for identifying duplicate, unusual, incomplete, or potentially incorrect payments.
Oversee associates responsible for following established security and authorization procedures.
Oversee associates responsible for escalating unusual transactions or potential fraud/security concerns.
Oversee associates responsible for maintaining accurate documentation and audit trails for client transactions.
Supervise and review work related to obtaining monthly bank, brokerage, and credit card statements.
Supervise and review work related to reconciling bank accounts.
Supervise and review work related to reconciling credit card accounts.
Supervise and review work related to reconciling brokerage and investment accounts.
Supervise and review work related to identifying missing transactions, unreconciled items, discrepancies, and unusual activity.
Supervise and review work related to following up on missing statements and documentation.
Supervise and review work related to maintaining accurate and organized client financial records.
Supervise and review work related to supporting month-end accounting and financial reporting processes.
Supervise and review work related to coordinating with senior accounting personnel when issues require additional accounting analysis.
Ensure associates provide timely, professional, and accurate responses to clients.
Help resolve routine client questions involving bills, payments, account activity, statements, and documentation.
Monitor outstanding client requests and ensure they are followed through to completion.
Step into client communications when an issue requires supervisory involvement.
Identify recurring client frustrations or service issues and work with management to address their root causes.
Maintain the discretion and professionalism expected when working with high-net-worth individuals, families, advisors, and family offices.
Monitor queues, outstanding tasks, aging items, and deadlines.
Establish appropriate quality-control and review procedures.
Identify bottlenecks and recurring errors.
Track important operating metrics such as productivity, turnaround time, error rates, outstanding items, and client requests.
Recommend improvements to workflows, procedures, technology, and staffing.
Work closely with operations, accounting, client service, technology, and management to improve the overall client experience.
Help develop a scalable onsite operating model as Plumb continues to grow.