Assistant Director, Accounts Receivable

Seabreeze Management Company Inc•Aliso Viejo, CA

40d

About The Position

About Us: Seabreeze Management Company is a full-service property management firm with a diverse management portfolio of over 158,000 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 offices 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 Assistant Director of Accounts Receivable oversees the Billing & Payment Support Team as well as the Delinquent Accounts Team. The Billing & Payment Support Team provides customer service to our colleagues and clients on all billing and payment matters. The Delinquent Accounts Team processes all administrative tasks related to the collection of delinquent assessments. The Assistant Director of Accounts Receivable also oversees all special assessments. 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.

Requirements

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.
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.
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.

Nice To Haves

HOA property management experience is highly desirable.

Responsibilities

Billing & Payment Support Team Oversight
Ensure accurate and timely completion of the following Billing & Payment Support Team tasks:
Response to emails and calls from homeowners and colleagues within 24 hours.
Fee waiver requests (i.e. delinquent fees, delinquent interest, etc.).
Process homeowner refund requests.
Partner with the Transitions team to learn of any special nuances a new client/ community may have. Distribute that information to the Billing & Payment Support Team as needed.
Supervise the Billing & Payment Support Team in their daily operations. Respond to emails and calls from homeowners and colleagues within each brand escalated by the Lead Billing Representative within 24 hours.
Delinquent Accounts Team Oversight
Ensure accurate and timely completion of the following Delinquent Account (DQ) tasks:
Review and update status levels for DQ accounts (when report is due)
Contact collection attorney for monthly reports (when report is due)
Create and save DQ Reports based on meeting dates (report is due 10 days prior to meeting)
Prepare liens approved per minutes and ensure timely processing, notarization and recordation.
Prepare lien releases and ensure timely processing, notarization, and recordation.
Complete post-recording notices (AKA: 10-day letter) for recorded liens and ensure mailing to all appropriate parties.
Transfer files to collection counsel or firm when approved. Ensure proper documentation is provided.
Complete fee waiver requests and transmit for approval.
Complete payment plan requests and transmit for approval
Process refund requests
Monitor payment plans
Charge payment plan fees?(once per month)
Supervise Delinquent Accounts Team in their daily operations. Respond to emails and calls from homeowners, colleagues, and collection counsel partners for clients within each brand escalated by the Lead Delinquency Administrator within 24 hours.
Ensure accurate and timely processing of Addendum Billing (A/R Billbacks) for each brand.
Ensures correct delinquent account letter programming and collection setup escalation paths within CINC to match association-approved collection policy.
Partner with the Transitions Team to ensure proper Collection Policy set up and programming of all new clients within CINC database.
Special Assessments
Review Annual Budget & Disclosure mailouts to monitor for notices of special assessments.
Receive and respond to colleague communication advising that a community is considering or has approved a special assessment.
Coordinate special assessment touch base meetings between the management team, financial manager, and A/R to review the parameters of a special assessment. Ensure recordation of all data for the special assessment in tracking spreadsheet.
Program special assessment charges and collection actions within CINC software, following Board approval.
Work with CINC to ensure correct withdrawal programming for homeowners participating in the Free ACH (Auto Debit) program.
Review homeowner accounts within each community with an active special assessment after the 10th of each month (when ACH posts) and before the 15th of each month (when delinquent fees begin to post) to ensure proper application of payments made.
Process Optimization
Develop and implement efficient processes and procedures leveraging the technology available.
Identify and implement automation opportunities to streamline workflows.
Implement efficient delinquent account processes and procedures leveraging the available technology, within the parameters and requirements set forth by the applicable laws and regulations local to each brand.
Identify and implement automation opportunities to streamline workflows.
Develop and monitor workflow to ensure in CINC late fee/interest setup for newly acquired communities.
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
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-on-one meetings, and mid-year touchpoints.
Perform all other duties based on business needs.