Job Overview:

 

This Hybrid Controller/Finance Manager will be primarily responsible for day-to-day review and implementation of financial policies and procedures in support of Tahoe Keys Property Owners Association (TKPOA) and its Board of Directors. The Controller will partner with both on-site Operation staff, and off-site FirstService accounting associates to provide the Board and other governance committees with timely and accurate financial reporting and analysis. It includes higher-level tasks such as: active participation and presentation at Board and committee meetings, financial statement review, budget variance reporting, forecasting, project tracking, insurance administration, annual audit coordination, delinquency policy administration, and review / preparation of financial disclosures required under the California Civil Code.

 

This position serves the residents of Tahoe Keys Property Owners Association by working with the General Manager, Finance Committee and Board of Directors to provide accurate and timely financial reporting, spend analyses, budget / project monitoring and collections. The Controller will focus on supporting the financial oversight described in the service contract provided by FirstService Residential.

 

Compensation: $110-125k

 

FirstService Residential will compensate the successful candidate in accordance with the posted range. The salary or wage paid to the successful candidate will be commensurate with experience, education, and specific job responsibilities. For positions designated at a client's property, the salary or wage will also be premised upon the client's directive. The base pay range is subject to change and may be modified in the future.

 

Job Responsibilities:

 

Financial:  

Collect, analyze and present financial information to evaluate present budget variances, project future financial performance, identify trends, and recommend related adjustments to the current year projection and/or multiyear forecast. Track capital project budgets and related reserve fund cash flows to assist the Board of Directors with project prioritization and spending approval. Partner with the General Manager and operating department heads to control spending by providing proactive, real-time reporting on budget variance issues and expense trends. Guide the General Manager and Board of Directors on the ongoing development of the operating and capital budget by evaluating various expense and assessment assumptions, as well as general ad-hoc financial analysis. Create new reports and dashboards providing concise and actionable information to assist the Board of Directors with current decision-making, strategic financial planning, resolving problems, and identifying potential policy improvements. Review monthly preliminary financial statements for accuracy, collaborating with FirstService Residential General Ledger personnel for any changes or corrections that need to be made. 

Risk Management:

Track compliance with TKPOA insurance policies, and ensure claims are tendered to the appropriate vendor or homeowner insurer. Implement the bidding process for TKPOA annual insurance and audit/tax services. Process Federal and State tax returns and payments to agencies as directed by TKPOA's CPA. Reviews all property tax bills for appropriateness for payment and follow-up for inappropriate tax assessments. Monitor and maintain corporate compliance with state and federal regulatory and/or licensing agencies.

Accounts Receivable:

Monitor assessment collections and administer delinquency policies to minimize bad debt and maximum cash flow. Provide oversight and coordination of the collection of TKPOA assessments, to include internal accounting and escrow collaboration, collections processing, record keeping of outstanding balances, monitoring and follow up, delinquency reports and assessments, and working with attorneys as needed on further collection actions. Work with any and all delinquent residents to bring their accounts current. Prepare monthly Suspension of Privileges Aging Report. Prepare and present delinquency reports and collection action approvals to the Budget and Finance Committee and/or Board of Directors. 

Accounts Payable:

Review / lead processing of all TKPOA Payables through the AP processes and ensure proper coding of expenses to the general ledger. Verify and process the monthly credit card statements for all Associates with a purchase card. Prepare Reserve Transfer paperwork for processing by Banking, General Ledger and Accounts Payable.

Budgeting:

Work with the TKPOA Staff, Corporate Team, and the Budget and Finance Committee to coordinate and prepare the annual TKPOA budget. Prepare documents for tracking in the budget year. Utilize budget tools to include monitoring expenditures for TKPOA to ensure management of expenses to stay within budget and ensure accurate General Ledger coding. Prepare reports including, but not limited to, Annual Year-to-Date Expenses Projections and Monthly Variance Report.

Reserve Study (in partnership with the TKPOA Capital and Reserve Project Manager):

Track financial components, including updating of Reserve expenditure schedules as needed. Maintain document files for annual review. Maintain TKPOA Asset Matrix. Provide matrix to reserve analyst for inclusion of any potential changes to reserve study Collect, review, confirm and distribute staff input to reserve analyst. Meet with the Community General Manager & Operations Manager and Staff regarding the reserve analysis and to schedule out all annual reserve projects, as well as update the budget with applicable data regarding the reserve study.

Administrative:  

Serve as the Staff liaison to the Budget and Finance Committee including preparation of Committee Meeting Agenda, Reports, and packet. Prepare a monthly dashboard that provides the Budget and Finance Committee with an informed snapshot of TKPOA’s financial performance at a given moment in time. Prepare Board Agenda Reports related to financial matters and attend Board of Director Meetings as determined by the GENERAL MANAGER. Coordinate communication between Budget and Finance Committee and TKPOA’s investment advisor. Other responsibilities as determined by supervisor. 

Skills & Qualifications:

Administrative assistance experience, preferably in the public or private sector of non-profit. Proficient knowledge of MS Office suite – including Word, Excel, PowerPoint, Outlook. Training will be required in the following areas: Connect, AvidXChange, SmartProperty and various trackers and tools to communicate with the TKPOA Team and the Corporate Office. Ensure excellence in customer service and resident relations. Demonstrate strong organizational, prioritization, multi-tasking, and time management skills, working independently, as well as within the team structure. Must possess positive attitude and be forward thinking. Must have advanced computer skills in use of Microsoft Office Outlook, Word, Excel, and PowerPoint. Must possess exceptional communication skills (verbal and written). Must be able to work occasional weekend and evening hours if needed. Must have reliable transportation, a valid CA Driver’s License and state-mandated vehicle insurance. People Person - Public charisma and ability to develop positive relationships. Ability to think and work independently and collaboratively as a team with co-workers, residents and others by sharing ideas in a constructive and positive manner; listening to and objectively considering ideas and suggestions from others; keeping commitments; keeping others informed of work progress, timetables and issues; addressing problems and issues constructively to find mutually acceptable and practical business solutions; addressing others by name, title or other respectful identifier, and; respecting the diversity of our workforce in actions, words and deeds. 

Education & Experience:

College degree required in the area of finance or equivalent experience. Experience in financial management, budget preparation, accounts payable and accounts receivable. Proficient knowledge of MS Office suite – including Word, Excel, PowerPoint, Outlook. 

Physical Requirements & Working 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 and/or stand for extended periods of time. Must have finger dexterity for use of a keyboard. Must be able to handle pressure and stress related to the job. Must work effectively with co-workers, clients and others by sharing ideas in a constructive and positive manner; listening to and objectively considering ideas and suggestions from others; keeping commitments; keeping others informed of work progress, timetables and issues; addressing problems and issues constructively to find mutually acceptable and practical business solutions; and respecting the diversity of our workforce in actions, words and deeds. The work environment characteristics are small office conditions at an onsite facility. Consistent and regular attendance required. 

Supervisory Responsibility:

Supervise one part-time Financial Coordinator position. Prepare and/or oversee the preparation and conduct all performance reviews as required. Enforce all applicable safety, health and environmental regulations. 

Tools & Equipment Used: 

General office equipment  

What We Offer: 

Medical, dental, and vision plans (full time and part time 30+ hours) Part time 20+ hours qualify for dental and vision 401K match Time off including vacation, sick, and company paid holidays Pet insurance available Verizon discount Tuition reimbursement Legal services Free emotional wellbeing and daily life assistance support for all associates Domestic partner coverage Health savings account Flexible spending account 

 

About Us:

FirstService Residential transforms the property management landscape by providing professional association management services to over 9,000 residential communities across the United States and Canada.

 

Our dedication to associate satisfaction and growth is recognized by our Great Place to Work certification, exemplifying our commitment to fostering a positive and inclusive workplace culture. Our 19,000 associates can count on competitive salaries, top-tier medical, dental, and retirement benefits, career training, and support for continued professional development.

 

Disclaimer:

The above information in this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties, and responsibilities to this job at any time.

 

FirstService Residential is an equal opportunity employer committed to a diverse and inclusive workforce. Applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), age, sexual orientation, national origin, marital status, parental status, ancestry, disability, gender identity, veteran status, genetic information, other distinguishing characteristics of diversity and inclusion, or any other protected status.

 

Qualified applicants with arrest and/or conviction records will be considered for employment in a manner consistent with federal and state laws. All offers of employment with FirstService Residential are contingent upon a satisfactory background check.