Position Classification

Full Time - Regular

Position Description

The Director of Client Accounts Payable is responsible for providing accounts payable and related services on behalf of our clients in multiple states. This leader will build and sustain a world class accounts payable organization capable of delivering services in a high-volume, client centered environment where service elevations will require developing and maintaining process excellence on a scale new to our industry. By virtue of individual and team performance, this leader is a sought out business partner and resource for client facing accounts payable issues. Additional accountabilities include a relentless focus on accuracy, maintaining robust internal controls, supporting client retention, leading employee development and retention, achieving identified financial goals, and implementing best practices.

This leader is an active supporter of FirstService Residential's philosophies, culture, and service. Through excellent individual and team performance, this leader is a sought out business partner and resource for client facing accounts receivable and related issues. Acts in a cross functional role and understands how this role and responsibilities of the department have an affect on other teams.

Essential Duties & Responsibilities

The job duties listed are typical examples of the work performed by positions in this job classification. Not all duties assigned to every position are included, nor is it expected that all positions will be assigned every duty.

Business Operations

Oversee client accounts payable by performing the following job functions for both California and Arizona

• Process client accounts payable for over 26,000 invoices monthly

-- Timely and accurate payment processing, including utility tracking and turnovers

-- Timely resolution of suspense items in our automated invoicing exception queue

-- Monitoring of client cash flow status as a normal course of disbursing funds

-- Analyze and resolve issues and work with community managers and the insurance department to expedite problematic payments and/or vendors.

-- Perform daily review and manage exceptions with the accounts payable exception queues, including duplicate invoices, invoices with missing information and upload failures.

• Responsible for annual accounts payable activities

­ Timely and accurate year-end reporting and production of 1099 information

­ Timely and accurate EDD reporting

­ Provide assistance to community managers with filing and issues related to secretary of state filings and at times, corporate tax returns

• Lead the effort to improve performance excellence and client support while streamlining accounts payable process. Identify and implement service levels and key productivity, quality, and efficiency metrics. Track to ensure continuous improvement.
• Develop and maintain accounting policies and procedures including but not limited to

fining and enforcing key controls over financial operations, particularly appropriate segregations of duties (system and process)

erseeing the development of financial processes and company policies to ensure accounts payable transactions are processed accurately and timely

intaining appropriate supervisory reviews and reconciliations as part of day-to-day transactions such as systems postings of invoices and payments

plementing new company procedures and policy changes as business conditions warrant to ensure appropriate internal control and accuracy of client financial affairs

• Special projects as required by the VP, Client Accounting.

Client Support

• Work with community managers through all phases of the accounts payable process

­ Assist both internal and external customers with questions or problems associated with vendors, invoices, issued checks, voided checks, stop payments, and cash balances by utilizing system tools and various research techniques to assist the client.

• Provide vendors with a variety of payment options, including check, ACH and virtual credit cards
• Maintain an awareness of variables which could affect contract stability or enhance service levels

­ Develop proactive strategies to alleviate loss of contract or reputation where appropriate

­ Ensure processes in place to minimize rush payments

­ Adjust support needs as necessary and in a timely manner

• Oversee the execution of financial processes and policies to ensure transactions are accurate and timely; implement new company procedures and policy changes as business conditions warrant to ensure appropriate internal control and accuracy of client financial affairs
• Act in a Controller capacity to oversee the assets of client within the scope of their role.
• Diligent in treatment of funds at the disposal of the department and within role.

Leadership and People Development

• Build and maintain a world-class accounts payable department and lead in a manner in which passion for excellence and continuous improvement is innate
• Maintain a deep and ongoing understanding of department staff performance and ensure the efficient and effective use of resources
• Lead and develop a well cross-trained team that allows them to work efficiency independently and with a team oriented environment
• Lead and develop the account payable team to ensure client financial deliverables are completed

­ Guide staff in ensuring monthly tasks are completed accurately and timely

­ Maintain staffing coverage and related contingencies to ensure on-time delivery of services during periods of unexpected staff absences or transitions

­ Review department work product as appropriate

• Identify organizational needs both current and future, and develop or adjust staff and related resources as necessary; align resources for growth within financial budgets
• Act as Team Leader on key initiatives; organize and control projects to achieve plan
• Drive the recruiting, hiring, and separation of personnel
• Assess effectiveness of processes, probe as needed; plan and implement improvements
• Ensure employee work processes, roles/responsibilities, habits and payroll processes are executed according to policies and applicable wage and hour laws; review and approve payroll with strict adherence to deadlines for area of responsibility

Additional Duties & Responsibilities

• Practice and adhere to FirstService Residential Global Service Standards.
• Conduct business at all times with the highest standards of personal, professional and ethical conduct.
• Perform or assist with any operations as required to maintain workflow and to meet schedules. Notify supervision of unusual equipment or operating problems and the need for additional material and supplies.
• May participate in any variety of meetings and work groups to integrate activities, communicate issues, obtain approvals, resolve problems and maintain specified level of knowledge pertaining to new developments, requirements, policies, and regulatory guidelines.
• Ensure all safety precautions are followed while performing the work.
• Follow all policies and Standard Operating Procedures as instructed by Management.
• Perform any range of special projects, tasks and other related duties as assigned.

Supervisory Responsibility

• Sixteen associates including one supervisor in one location
• Occasional project based individual contributors
• Others as deemed appropriate by business needs

Education & Experience

• Experience leading a world class, high volume accounts payable transaction processing / shared services organization is required; strong preference will be given to individuals who have built and scaled similar organizations
• Bachelor's degree or 6-10 years' experience leading team members accountable for responsibilities similar to those required for this position
• Experience in high volume internal control and banking centric environments strongly desired
• Financial and accounting experience in property management, Common Interest Development, or similar high volume client service environment desired

Knowledge, Skills & Proficiencies

• Anticipate needs and manage accounts payable department resources to provide timely and reliable service to internal and external customers; prioritize and communicate when workload or requests for support exceed departmental capacity
• Motivate team, set expectations, measure results and provide timely feedback; hold oneself and team accountable for delivering on business goals
• Demonstrate and model company values with internal and external customers
• Ability to communicate with various audience types.
• Must have strong written communication skills, with the ability to write clearly and concisely, with professionalism and thought.
• Demonstrate awareness of variables which could affect employee retention and/or morale; is a leader in developing strategies to ensure employee engagement and retention
• Proven leadership and change management skills
• Excellent relationship skills with external and internal clients; is persuasive and patient, listens well
• Ability to work well under pressure and deadlines; committed to getting the job done
• A strategic thinker; able to prioritize and use sound judgment and decision-making
• Creative and takes initiative; self-assigns ownership
• Identifies, manages, and mitigates risks