Manager, Escrow Team & Special Assessments

Seabreeze Management Company Inc•Aliso Viejo, CA

3d•$71,000 - $75,000•Onsite

About The Position

The Manager of Escrow Team & Special Assessments plays a crucial role in overseeing and managing the day-to-day operations for the Escrow Department as well as special projects within the Accounts Receivable Department. The chosen candidate will lead teams, implement best practices, and ensure timely and accurate completion of resale escrow orders as well as client and colleague communication related to accounts receivable matters.

Requirements

College degree; or equivalent experience
At least 2 years of experience in accounts receivable and/or escrow
HOA property management experience is highly desirable.
Previous supervisory experience; effective in motivating and building strong teams
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.
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.
Strong written communication skills, and the ability to communicate effectively with employees at all levels of the organization, both orally and in writing.

Responsibilities

Ensure accurate and timely processing of all resale escrow demands and questionnaire orders.
Ensure Escrow Team response to emails and calls from agents, appraisers, escrow companies, lenders, homeowners and colleagues within 24 hours.
Ensure escrow demand processing software is kept current with all documents, disclosures, and information provided by the management team.
Partner with the Transitions team to ensure proper Escrow setup of all new clients.
Ensure all ownership changes from resales are accurately completed and reconciled within department KPI metrics.
Collect, organize, and update KPI reporting data within department tracking spreadsheets
Supervise the Escrow Team in their daily operations. Respond to escalated emails and calls from agents, appraisers, escrow companies, lenders, homeowners and colleagues within 24 hours.
Ensure accurate and timely processing of Addendum Billing (A/R Billbacks) for each brand.
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.
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.
Ensures timely processing of owner title changes within CINC database, unrelated to resales.
Supervision of Accounts Receivable Representatives and/or Administrators.
Develop and implement efficient processes and procedures leveraging the technology available.
Identify and implement automation opportunities to streamline workflows.
Community Archives and CINC case management and enhancement requests
Prepare ad-hoc financial reports as requested by your supervisor, SVP, Client Accounting, and the President
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.
Recruit, train, and mentor staff to ensure a high level of expertise and customer service
Foster a positive and collaborative team environment as you conduct regular check-ins, structured one-on-one meetings, and mid-year touchpoints.
Perform all other duties based on business needs.