HOA Assistant Director, 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 35 years. With offices throughout California, Nevada, Arizona, Idaho, and Washington, Seabreeze and its family of companies 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 and the Manager of Accounts Receivable. The Billing & Payment Support Team provides customer service to our colleagues and clients on all billing and payment matters. The Manager of Accounts Receivable is responsible for processing billing statements and fiscal year end budgets/ assessment changes. 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. 

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 escalated emails and calls from homeowners and colleagues within 24 hours.

Billing Statements

• Supervise the Manager of Accounts Receivable. 
• Monitor WelcomeLink to ensure all 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 Manager to process billing statements in their absence or during high-volume times to ensure timely processing of statements.   

Assessment Programming

• Ensure timely and accurate entry of new fiscal year assessments into CINC, based upon Board-approved budget.
• Review and confirm generation of assessment fees corresponds to an Association’s annual budget.
• Partner with the Transitions team to ensure proper entry and generation of assessments for new clients. 

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. Record 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.

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.

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.
• 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.
• 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 verbally and in writing.  

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 Vy Nguyen at (949) 334-8166.