Assistant Director, Accounts Receivable

Description

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.  

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 assessm