Supervisor, Accounts Receivable/Hybrid

Job Duties & Responsibilities

• Serve as the subject matter expert for special assessments and complex unit owner account matters, ensuring accurate account management, timely resolution of escalated issues, and exceptional customer service for clients and homeowners.
• Oversee the daily operations of the Accounts Receivable team of 4 within the Client Finance Department, and supervise staff responsible for accounts receivable processing, collections, estoppel requests, and customer service functions.
• Ensure timely and accurate processing of receivables, maintain excellent service standards for clients, residents, owners, and internal stakeholders, and promote compliance with company policies and financial controls.
• Set up new clients in Click Pay and Yardi.
• Identify opportunities to improve processes and increase operational efficiency.

Team Leadership & Supervision

• Supervise, train, mentor, and develop Accounts Receivable team members.
• Monitor employee performance, productivity, and service levels.
• Absorb in conducting regular coaching sessions, performance evaluations, and corrective action when necessary.
• Absorb in recruiting, onboarding, and training new team members.
• Foster a culture of accountability, collaboration, and continuous improvement.

Accounts Receivable Management

• Oversee the processing and posting of payments, assessments, fees, and other receivables.
• Monitor aging reports and collection activities to ensure timely follow-up on outstanding balances.
• Review account reconciliations and resolve complex account discrepancies.
• Ensure accuracy and completeness of receivable records within property management software systems.
• Absorb in assisting with month-end closing activities related to accounts receivable.

Special Assessments & Account Resolution

• Serve as the primary point of contact for all special assessment billing, payment plans, account maintenance, and related inquiries.
• Oversee the setup, administration, and reconciliation of special assessments across managed communities.
• Ensure special assessment charges are accurately posted and applied in accordance with board-approved resolutions and governing documents.
• Research and resolve complex unit owner account inquiries, including payment discrepancies, account adjustments, unapplied payments, and historical account activity.
• Review and approve account corrections, credits, refunds, and payment reallocations as necessary.
• Partner with Property Managers, Boards of Directors, attorneys, and homeowners to resolve escalated account concerns.
• Provide guidance and support to team members on complex account matters and unusual payment scenarios.
• Maintain detailed documentation of account investigations, resolutions, and special assessment transactions.
• Maintain compliance with company policies, association governing documents, and applicable state regulations regarding assessment collections.

Estoppel Processing

• Oversee the preparation and delivery of estoppel certificates in compliance with applicable laws, governing documents, and company standards.
• Monitor turnaround times to ensure service level expectations are met.
• Review escalated estoppel requests and resolve issues as needed.
• Maintain accurate records and reporting related to estoppel activity.

Customer Service & Client Support

• Ensure exceptional customer service is provided to homeowners, residents, board members, title companies, attorneys, lenders, and internal stakeholders.
• Handle escalated inquiries, complaints, and complex account issues.
• Partner with Property Managers and other departments to resolve customer concerns efficiently.
• Maintain professionalism and responsiveness in all communications.

Compliance & Reporting

• Ensure adherence to company policies, accounting procedures, & internal controls.
• Prepare and analyze departmental reports, performance metrics, and aging.
• Maintain departmental workloads and allocate resources appropriately.
• Support internal and external audits as required.
• Stay current on industry regulations and best practices impacting receivables and estoppel processing.

Qualifications

• Bachelor's degree in Accounting, Finance, Business Administration, or related field preferred.
• Minimum of 3 years of accounts receivable experience.
• Minimum of 2 years of supervisory or leadership experience.
• Property management, homeowners association (HOA), condominium association, or real estate industry experience preferred.
• Experience with Florida Special Assessments required.
• Strong customer service and conflict resolution skills.
• Proficiency in Microsoft Office Suite, particularly Excel.
• Experience with Yardi software preferred.
• Excellent verbal and written communication skills.
• Strong analytical, organizational, and problem-solving abilities.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.

Benefits

• Medical, dental, and vision insurance.
• 401K Matching Program.
• 10 Paid Holidays.
• 17 PTO Days.
• Advancement Opportunity.

Company Information

The Accounts Receivable (AR) Supervisor serves as the subject matter expert for special assessments and complex unit owner account matters, ensuring accurate account management, timely resolution of escalated issues, and exceptional customer service for clients and homeowners. This role oversees the daily operations of the Accounts Receivable team of 4 within the Client Finance Department, and supervises staff responsible for accounts receivable processing, collections, estoppel requests, and customer service functions. The AR Supervisor ensures timely and accurate processing of receivables, maintains excellent service standards for clients, residents, owners, and internal stakeholders, and promotes compliance with company policies and financial controls. This is a hybrid role.