Onsite Accounting & Bill Pay Supervisor

Onsite Accounting & Bill Pay Supervisor

Plumb is seeking an experienced, hands-on Accounting & Bill Pay Supervisor to lead our onsite team of Accounting and Bill Pay Associates.

This role is responsible for the day-to-day management, productivity, accuracy, and development of associates who support high-net-worth families and family offices with bill payment, disbursements, account reconciliation, financial recordkeeping, and client service.

The ideal candidate is a strong operational manager who understands accounting fundamentals, enjoys managing people and workflows, and is comfortable working in an environment where accuracy, responsiveness, confidentiality, and follow-through are critical.

This is not simply a review position. The Supervisor is expected to actively manage the work: knowing what is outstanding, ensuring deadlines are met, identifying problems before they become client issues, coaching associates, and stepping in when necessary.

Key Responsibilities

Team Management & Supervision

• Directly supervise Accounting and Bill Pay Associates working onsite in our La Jolla office.
• Establish daily and weekly priorities and ensure work is appropriately assigned and completed.
• Monitor associate workloads, productivity, accuracy, responsiveness, and follow-through.
• Conduct regular one-on-one meetings, coaching sessions, and performance discussions.
• Train and develop associates on Plumb procedures, accounting fundamentals, client service, and quality standards.
• Identify performance issues quickly and establish clear corrective action and follow-up.
• Help onboard and train new team members as the onsite organization grows.
• Create a culture of accountability, teamwork, urgency, professionalism, and continuous improvement.

Bill Pay & Disbursement Operations

• Oversee associates responsible for:
• Processing client bills and invoices.
• Preparing payments and disbursements through check, ACH, wire, and other approved payment methods.
• Reviewing payment documentation and ensuring appropriate approvals are obtained.
• Monitoring outstanding bills and upcoming payment deadlines.
• Identifying duplicate, unusual, incomplete, or potentially incorrect payments.
• Following established security and authorization procedures.
• Escalating unusual transactions or potential fraud/security concerns.
• Maintaining accurate documentation and audit trails for client transactions.

Accounting & Reconciliation

• Supervise and review work related to:
• Obtaining monthly bank, brokerage, and credit card statements.
• Reconciling bank accounts.
• Reconciling credit card accounts.
• Reconciling brokerage and investment accounts.
• Identifying missing transactions, unreconciled items, discrepancies, and unusual activity.
• Following up on missing statements and documentation.
• Maintaining accurate and organized client financial records.
• Supporting month-end accounting and financial reporting processes.
• Coordinating with senior accounting personnel when issues require additional accounting analysis.

The Supervisor should be able to distinguish between a routine processing issue and an accounting issue that requires escalation or additional investigation.

Client Service

• Ensure associates provide timely, professional, and accurate responses to clients.
• Help resolve routine client questions involving bills, payments, account activity, statements, and documentation.
• Monitor outstanding client requests and ensure they are followed through to completion.
• Step into client communications when an issue requires supervisory involvement.
• Identify recurring client frustrations or service issues and work with management to address their root causes.
• Maintain the discretion and professionalism expected when working with high-net-worth individuals, families, advisors, and family offices.

Workflow, Quality Control & Continuous Improvement

• Monitor queues, outstanding tasks, aging items, and deadlines.
• Establish appropriate quality-control and review procedures.
• Identify bottlenecks and recurring errors.
• Track important operating metrics such as productivity, turnaround time, error rates, outstanding items, and client requests.
• Recommend improvements to workflows, procedures, technology, and staffing.
• Work closely with operations, accounting, client service, technology, and management to improve the overall client experience.
• Help develop a scalable onsite operating model as Plumb continues to grow.

What Success Looks Like

• A successful Supervisor will create a team where:
• Associates know exactly what they are responsible for.
• Work is completed accurately and on time.
• Managers do not need to continually chase employees for status updates.
• Reconciliations and outstanding items remain current.
• Bills and disbursements are processed accurately and securely.
• Client requests receive prompt follow-up.
• Problems are identified and escalated early.
• Employees receive regular coaching and become progressively stronger.
• Workloads are visible and appropriately distributed.
• Errors and recurring problems decline over time.
• Clients experience consistent, highly responsive service.

Qualifications

Required

• 4+ years of experience in accounting operations, bookkeeping, bill pay, financial operations, or a related field.
• Prior experience supervising or managing employees.
• Strong understanding of bank and credit card reconciliations.
• Strong attention to detail and ability to review high volumes of financial information accurately.
• Demonstrated ability to manage deadlines, workflows, and multiple competing priorities.
• Strong written and verbal communication skills.
• Sound judgment and ability to identify when an issue should be escalated.
• Comfortable holding employees accountable for performance and deadlines.
• High degree of professionalism, discretion, and confidentiality.
• Strong technology skills and ability to learn new systems quickly.
• Ability and willingness to work full-time, 100% onsite in our La Jolla office.

Preferred

• Bachelor's degree in Accounting, Finance, Business, or a related field.
• Experience supervising accounting associates, bookkeepers, AP specialists, or similar personnel.
• Experience with QuickBooks or comparable accounting platforms.
• Experience working with high-net-worth individuals, family offices, wealth management firms, professional services firms, or other demanding client-service environments.
• Experience improving workflows, documenting procedures, and building operating processes.
• Experience managing teams in a high-volume transaction-processing environment.

Ideal Candidate Profile

We are particularly interested in someone who is:

A manager first. You enjoy directing people, setting expectations, following up, coaching, and creating accountability.

Operationally strong. You naturally want to know what is due, what is late, what is stuck, who owns it, and when it will be completed.

Accounting-literate. You understand reconciliations and financial records well enough to review work, identify inconsistencies, and know when something does not make sense.

Detail-oriented without becoming a bottleneck. You know which items require careful investigation and which should simply be corrected, documented, and moved forward.

Client-focused. You understand that accuracy is essential, but so are responsiveness, communication, and follow-through.

Hands-on. You are willing to get into the details when necessary rather than managing exclusively through meetings and reports.

Accountable. You take ownership of the team's results rather than simply reporting that someone else did not complete something.

About Plumb

Plumb provides bill pay, accounting, reporting, and financial administration services to high-net-worth individuals, families, and their advisors. Our clients entrust us with highly sensitive financial information and important financial responsibilities.

We are building a highly professional, technology-enabled operating organization that combines excellent people, strong controls, modern technology, and exceptional client service.