Subsidy Billing Manager

Job Description

Job Description

The Subsidy Billing Manager is responsible for the oversight, administration, and execution of subsidy billing activities, ensuring accurate calculation, invoicing, collection, and reporting of subsidy funding in accordance with governing documents, contractual agreements, and company policies. This role serves as the subject matter expert for subsidy billing, partnering with clients, board members, Community Managers, and internal departments to ensure compliance, financial accuracy, and timely collection of subsidy receivables. The Subsidy Billing Manager maintains detailed financial records, cash flow projections, billing schedules, and supporting documentation while identifying opportunities to improve processes, controls, and operational efficiency.

RESPONSIBILITIES

• Review, interpret, and maintain a thorough understanding of governing documents, subsidy agreements, contracts, and related legal documentation.

• Calculate and prepare subsidy billings in accordance with governing documents and approved methodologies.

• Prepare and maintain detailed cash flow projections related to subsidy funding and anticipated collections.

• Clearly explain subsidy calculations, billing methodologies, and financial impacts to clients, board members, and internal stakeholders.

• Serve as the primary point of contact for client meetings regarding subsidy billing, funding requirements, and payment status.

• Partner with Community Managers and internal departments to resolve billing questions and ensure compliance with governing documents.

• Ensure all subsidy billings are accurately posted to the general ledger and reconcile billing activity with accounting records.

• Monitor subsidy receivables and proactively follow up on outstanding payments to ensure timely collections.

• Prepare and maintain monthly subsidy billing trackers to verify that all required billings have been completed accurately and on schedule.

• Maintain comprehensive documentation supporting calculations, assumptions, governing document references, billing schedules, and client communications.

• Identify opportunities to improve billing processes, documentation standards, and internal controls.

• Assist with audits by providing supporting documentation and responding to subsidy-related inquiries.

• Ensure compliance with company policies, accounting standards, and client requirements

• Highly organized with?the ability to?effectively manage priorities?and consistently meet?deadlines.

• Flexible and team-oriented, with a?willingness to assist?with closing activities?as needed.

REQUIREMENTS

Education & Experience

• Bachelor's degree in Accounting, Finance, Business Administration, or a related field preferred.

• Minimum of 5 years of experience in billing, accounting, finance, property management, community association management, or a related financial operations role.

• Experience interpreting contracts, governing documents, legal agreements, or funding arrangements preferred.

• Experience managing receivables, reconciliations, and financial reporting.

• Prior leadership or supervisory experience preferred.

Essential Knowledge, Skills, and Abilities

• Strong understanding of accounting principles, general ledger activity, reconciliations, and financial reporting.

• Ability to review, interpret, and apply governing documents, subsidy agreements, contracts, and legal documentation.

• Demonstrated experience calculating and preparing complex billings using established methodologies.

• Strong analytical and problem-solving skills with exceptional attention to detail and accuracy.

• Ability to prepare and maintain cash flow projections and analyze financial impacts.

• Excellent verbal and written communication skills with the ability to clearly explain financial calculations, billing methodologies, and funding requirements to clients, board members, and internal stakeholders.

• Strong customer service and relationship management skills with the ability to serve as the primary point of contact for subsidy-related matters.

• Proficiency in Microsoft Excel and financial/accounting software systems.

• Ability to maintain thorough and organized documentation supporting calculations, assumptions, billing schedules, and client communications.

• Knowledge of internal controls, audit support processes, and compliance requirements.

• Ability to collaborate effectively across departments and build strong working relationships.

• Highly organized with the ability to effectively manage competing priorities and consistently meet deadlines.

• Flexible and team-oriented, with a willingness to assist with month-end close and other accounting activities as needed.

• Ability to work independently, exercise sound judgment, and maintain confidentiality of sensitive financial information.

PHYSICAL REQUIREMENTS

The physical requirements can vary, but generally, they may include:

• Lifting: Occasionally lift and carry office materials, files, laptop equipment, or other work-related items weighing up to 15 pounds.

• Mobility: Ability to move within a home-office or remote work environment and attend virtual meetings. Ability to access and organize work materials and equipment as needed.

• Working conditions: Work is performed primarily in a remote/home-office environment. Requires the ability to maintain a workspace that supports productivity, confidentiality, and reliable internet connectivity. May require flexibility to work additional hours during peak billing periods, month-end activities, audits, or other business-critical deadlines. Frequent participation in video conferences, virtual meetings, and telephone communications.

• Personal protective gear: No special personal protective equipment is required under normal working conditions.

• Extended Sitting or Standing: Ability to remain in a stationary position for extended periods while working at a computer, reviewing documents, conducting analyses, and participating in virtual meetings. Ability to alternate between sitting and standing as needed throughout the workday.

• Manual Dexterity: Frequent use of hands and fingers to operate a computer, keyboard, mouse, calculator, telephone, and other standard office technology. Ability to enter, review, analyze, and communicate detailed financial information accurately.

• Driving: Regular driving is not required.

We are committed to creating an inclusive and accessible work environment. If you require reasonable accommodation in performing the job duties as described in the job description, discuss with your manager.

WHAT WE OFFER:

• Comprehensive benefits package including medical, dental, and vision
• Wellness program
• Flexible Spending Accounts
• Company-matching 401k contributions
• Paid time off for vacation, holidays, medical, and volunteering
• Paid parental leave
• Training and educational assistance
• Support programs, including Employee Assistance Program and Calm Health
• Optional benefits including short- and long-term disability, life insurance, and pet insurance
• Most importantly, a caring team who is dedicated to your success!