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Senior Billing Specialist

Company: The Management Trust
Location: Tustin
Posted on: April 3, 2021

Job Description:

The Management Trust
Position Title: Senior Billing Specialist
Location: Tustin, CA
Reporting To: Vice President of New Community Development
Status: Non-Exempt, Full-Time
Salary: DOE COMPANY PROFILE: The Management Trust is a community association management company. We believe that building and maintaining a community takes more than just hammers and nails. It takes integrity, trust, experience, and support. Our success is based on the belief that effective management anticipates our clients' needs, not merely reacts to them. We are a company of creative and committed individuals driven by grand aspirations and are proud to be the only 100% employee-owned community management firm in the nation. Our Employee Owners are encouraged to actively participate in growing our business by helping define best practices every day. It is in this spirit that we encourage you to explore this opportunity to join The Management Trust team. EMPLOYEE OWNER POSITION PURPOSE: The Senior Billing Specialist is responsible for supporting our Developer Services department in their ability to timely bill and collect from customers efforts while adhering to internal procedures, Association policies, and other regulatory compliance requirements. Key areas of focus include providing quality customer service via detailed understanding of new-build development processes and their impact on the timing of invoicing. This position plays a key role in the customer experience for key developer clients and fellow employees. JOB DUTIES AND RESPONSIBILITIES:

  • Receive notifications of new home closings and independently determine the impact to a community's phasing schedule in order to determine which units to assess billing
  • Upload new unit and property information in a timely and accurate manner
  • Confirm billing rules are properly set and make assessment adjustments to prior billing months
  • Read and understand legal agreements relating to subsidies or other financial arrangements with builder
  • Read and understand public white reports, DRE budgets and sequence sheet to verify phase information
  • Update Developer accounts with any additional billing items
  • Process, audit, and deliver monthly statement reports for Developers
  • Application of developer assessment payments
  • Track and monitor close out of phases
  • Manage the timely notification to homeowners of assessment increases or decreases based on new phase budgets
  • Distribution of DRE phase budgets to internal partners
  • Process monthly billing for Developer Services lines of business such as consulting fees, document preparation, DRE budgeting, and Insurance subsidies
  • Notify Division Controller of phase/unit changes to affect corporate billing
  • Ensure invoices are generated and submitted in accordance with specific and individualized client standards
  • Prepare ad-hoc statements and reports as required by builder partners (delinquent assessment statements, budget formats)
  • Effectively, accurately, and timely communicate with internal critical path partners to ensure all aspects of a new phase on-boarding are completed
  • Review aging summary reports and contact clients to determine the status of delinquent accounts in a professional manner
  • Process ACH debit adjustments and negotiations; research missing or misapplied payments
  • Log incoming payments received through mail and process payments via phone
  • Maintain accurate reports and organized historical records that will be available to support supplementary research if issues or questions arise
  • Provide various administrative support, including, but not limited to: sorting incoming mail, data entry, filing, copying, faxing, and preparing outgoing mail
  • Participate in and support our onboarding program
  • Other duties and special projects as assigned QUALIFICATIONS:
    • High School Diploma (or equivalent); Associate's Degree preferred
    • Proficiency in accounts receivable, customer service, and/or collections - with generally 4+ years of experience
    • Proficiency in reviewing maps, plans, budgets, and legal documents
    • Solid knowledge of Microsoft Outlook, Excel, and Word; intermediate skills a plus
    • Ability to meet deadlines and address time-sensitive issues
    • Ability to provide high-level customer service with astute attention to detail and organization
    • Must be a team player
    • Ability to manage workflow amid shifting priorities
    • Willing to learn Company process and procedures, and learn/use proprietary software
    • Adaptable and dependable with a solid attendance record
    • Professional and respectful demeanor with all internal and external customers at all times ESSENTIAL FUNCTIONS:
      • Use standard office equipment, including computer, phone, copier/scanner, etc.
      • Be stationary or in motion for periods of time
      • Relocate up to (25) pounds SUPERVISES OTHERS? IF SO, LIST:
        • None SCHEDULE & TRAVEL:
          • Monday-Friday from approx. 8:00 am-5:00 pm
          • This position may require occasional long hours to meet business needs The Management Trust is an Equal Opportunity employer. We celebrate and support diversity. TMT reserves the right to modify this job description at any time based on business need. Division TMT-99-HEADQUARTERS Location CA - TUSTIN - BRANCH (DIV 99/HQ) EOE Statement We are an Equal Employment Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, protected veteran status, or any other characteristic protected by law. We celebrate and support diversity.

            The Management Trust reserves the right to modify any job description at any time based on business need.
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Keywords: The Management Trust, Tustin , Senior Billing Specialist, Accounting, Auditing , Tustin, California

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