Bill Pay Supervisor

Job Description

Job Description

Bill Pay Supervisor

Job Description

Full Time | In Office La Jolla, CA 92037

Company Overview

At Plumb, we focus on the numbers so our clients can focus on growing their business- helping them save time and gain clarity while remaining in control.

We provide premier family accounting and Bill Pay services to ultra-high net worth (UHNW) families and family offices nationwide.

Our 13 Principles ( are at the core of who we are and continuously strive to be. Who we are (as individuals and members of the Plumb community) is consistently reflected in what we do . If you embrace a similar mindset, we encourage you to read on.

We are looking for incredible team members to join us in the office in a hybrid capacity in La Jolla, CA.

Core Job Functions

At Plumb, our Bill Pay (BP) Supervisors are resourceful problem solvers and adaptable, client-focused-minded professionals who thrive in a fast-paced working environment. BP Supervisors are detail-oriented, problem solvers that are calm under pressure, adjust to evolving client needs, and find solutions to clients’ needs and concerns.

• Team and Client Management – Understand the metrics of a successful, engaged team that works efficiently and effectively to provide services to our clients.
  • Motivate and coach a team of BP Associates.
  • Assist in onboarding new clients and cultivating long-term client relationships.
  • Approve client check runs, oversee Plumb 7-Step Files, and review GL coding.
  • Conduct on-going process improvement and appropriate follow-up activities to guarantee issue resolution. Prioritize and navigate complex problems, escalating as necessary for timely resolution.
• Team Development – Make sure your team is trained, knowledgeable, efficient, and providing the best customer service to your client base.
  • Prioritize team workload through tasks, keeping utilization metrics consistent with goals.
  • Provide mentorship, technical training, and individualized support to your team of client associates. Ensure clear expectations for performance are set and et, regarding client expectations, client services, and other duties as described.
• Resource Management – Manage expectations through detailed project management.
  • Review and analyze invoices and expense reports for accuracy and eligibility for payment. Assist in producing cash flow management and expense reports for clients.
  • From onboarding new clients to ensuring issues are resolved with urgency, BP Supervisors are experts at seeing beyond the numbers, providing information and solutions to the client in a concise and professional manner.
  • Understand how the accounts payable function impacts a client’s overall financial portfolio with experience in tasks such as processing invoices, preparing cash flow statements, client bill pay, GL coding review, reconciliations and cash reporting.
• Think Plumb - Bring new ideas to the table that add value to our Plumb community: focus on responsive solutions that help manage client and team expectations. Model Plumb Principles in action to your team.

Software Skills

The following software systems used, and extensive experience is highly preferred:

• QuickBooks Online
• Bill.com

Skillsets and Recommended Requirements

We are looking for a candidate who can develop strong client relationships through proactive communication, thorough financial analysis, and by identifying potential obstacles and possible solutions. Here are the primary skillsets and characteristics a successful candidate will possess:

• At least 2 years of accounts payable and customer facing experience.
• At least 1 year of supervisory experience with evidence of strong leadership capabilities.
• Experience with High Net Worth families and individuals is preferred.
• Ability to manage and prioritize tasks simultaneously while meeting deadlines.
• Organized, detail-oriented, and committed to confidentiality.
• Very good communication skills (written and verbal) and presentation skills.
• Ability to commute and report on-site fully for first 90 days. After 90 days, you will be able to work from home 1-2 days a week.
• Intermediate to advanced computer skills working with various office equipment, computers and programs including databases, Word, Outlook, PowerPoint, and Excel.

Outline - First 90 Days

First 30 Days: Learning and Observing

1. Onboarding and Understanding

• Familiarize with Plumb’s 13 Principles, company policies, processes, and systems.
• Understand the client including needs, processes, reporting calendar, deadlines, and key deliverables.
• Review recent financial reports to grasp the client’s needs
• Get up to speed with software used on a day to day basis.

1. Building Relationships:

• Establish relationships with key stakeholders, with peers and employees
• Meet with team members to understand their roles, challenges, and expectations.

1. Assessing Current Processes:

• Evaluate the current financial reporting process, tools, and technologies.
• Identify key areas of improvement, risk, or inefficiency.

Days 30 to 60: Contributing and Collaborating

1. Process Improvement:

• Begin proposing changes to streamline the bill pay process.
• Propose any systems or software gaps and enhancements.

1. Client Engagement:

• Start actively managing relationships with select client families and handle issues
• Fully own 1-5 clients including review and inquiries

Days 60 to 90: Driving Initiatives and Delivering Results

1. Operational Improvement:

• Implement and monitor process enhancements, such as improved tracking, updated reporting or automated workflows to increase efficiency

1. Status Reporting:

• Establish a regular reporting structure with BP Manager summarizing client satisfaction, team performance and service improvements.

1. Create thorough documentation on client specific processes and needs.
2. Fully own 5-10 clients and assist in an onboarding project.