SUMMARY:
The AR Auditing and Collections Assistant Manager supports the Accounts Receivable Auditing and Collections Manager in maintaining accurate resident accounts, monitoring billing processes, and assisting with collections activities across the company's property portfolio. This role is responsible for assisting with resident account audits, reviewing utility billing and payment activity, coordinating payment plans, and supporting operational processes that ensure proper account management and revenue collection.
In addition, the role provides workflow feedback to improve operational efficiency, assists in updating standard operating procedures (SOPs), and helps organize and maintain the file share for team documentation. The AR Auditing and Collections Assistant Manager also supports property management systems such as Yardi and other platforms ensuring data accuracy and integrity. This position has access to highly sensitive financial information and business plans of the company and requires a high level of discretion and absolute confidentiality in regard to confidential business information and trade secrets.
ESSENTIAL DUTIES & RESPONSIBILITIES:The AR Auditing and Collections Assistant Manager's duties and responsibilities include, but are not limited to, the following:
AR File Auditing & Compliance
- Assist with auditing Accounts Receivable files, including move-ins, renewals, lease updates, and resident account activity for accuracy.
- Price Gouging Audit - ensuring new rental billing does not exceed the allowable 10% cap.
- Support preparation of monthly audit reports identifying property-level error percentages.
- Communicate audit findings to the Accounts Receivable team for corrections as needed.
- Audit Availability Reports periodically to verify unit vacancy status and pricing accuracy.
Weekly & Monthly Audit Functions
- Assist with weekly and monthly audits:
- Resident Referral Processing and Audit - verifying tracking and proper credits have been applied.
- Late Fee Audit - confirming correct assessment of fees.
- YES Energy Pre-Bill Review - verifying accuracy prior to billing.
- Identify and report billing discrepancies, unusual increases, or decreases.
- Support reconciliation and approval processes for utility billing.
- VCR Charges Audit - review charged accounts and follow department SOP for getting billing updated and reviewing credit request for duplicate payments
- Leasing Bonus Worksheet Review - ensuring accuracy and proper documentation.
Collections & Resident Account Management
- Assist with setting up and managing resident payment plans for repair damages and utility balances.
- Facilitate utility billing collections and resident account follow-up.
- Assist with the documentation and coordination related to pursuing utility debt via small claims.
- Assist with preparation of Three-Day Notices, NSF processing, chargeback notifications, and legal filing
Systems, Data, & Marketing
- Support updates related to new property set up, new unit types, special pricing, and other business data.
- Assist with creating the monthly renewal worksheets and letters
- Assist with market surveys (prepare/review/submit to partners)
- Assist with updating market rent and property availability across systems.
- Help create new unit types in Yardi when upgrades or modifications occur.
- Verify that available units, pricing, and specials are correctly displayed in leasing systems.
Process Improvement & Documentation
- Provide feedback on workflows and operational processes to identify opportunities for efficiency improvements.
- Assist in updating and creating SOPs based on workflow insights and best practices.
- Help organize, maintain, and structure the file share to ensure proper documentation and easy access for the team
Resident Utility Billing
• Maintain a working knowledge of the full resident utility billing cycle, including sub-metered and RUBS (Ratio Utility Billing System) billing methodologies as applicable to the portfolio.
• Review utility bills and resident charges for accuracy, and assist with corrections
• Assist with utility billing setup for new properties and unit types, ensuring correct billing configurations in applicable platforms (e.g., YES Energy, Yardi).
• Coordinate with utility billing vendors and internal teams to resolve billing disputes, adjustments, and credit requests in a timely manner
• Maintain organized records of utility billing activity, reconciliations, approvals, and correspondence to support audit readiness and compliance
Leasing & AR Contracts
• Develop a working understanding of leasing agreements, AR-related vendor contracts, and service agreements across multiple properties and legal entities.
• Assist with the review, tracking, and renewal of leasing and AR-related contracts, ensuring key terms, deadlines, and obligations are properly documented and monitored.
• Assist with maintaining a centralized contract log or tracking system to manage expiration dates, renewal windows, and contract status across various entities and locations.
• Support coordination between internal departments (Leasing, Legal, Operations, Finance).
• Assist with onboarding documentation and agreement setup for new properties, including lease templates, addenda, and vendor service agreements applicable to AR functions.
• Provide administrative support for multi-entity contract workflows, ensuring consistency in documentation standards and execution practices across all locations.
QUALIFICATIONS:To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or ability required. Reasonable accommodations are available, upon request, to assist qualified persons with disabilities to perform the essential functions of the job, as needed.
EDUCATION/EXPERIENCE:• A Bachelor's Degree in Accounting is required and at least two years' accounting experience in Property
Management.
• At least 2 years' experience as a supervisor and/or manager.
• Knowledge of Yardi Voyager required.
• Proficiency in use of Microsoft Office Suite.
• Experience with auditing/ reconciling accounts.
TECHNICAL SKILLS REQUIRED:• Basic knowledge of Yardi Voyager and Microsoft Office Suite.
PHYSICAL DEMANDS:• Must be able to lift, push, pull, carry, and/ or move up to 25 pounds. Regularly required to sit, stand, walk, stoop, bend, squat, open doors, and climb/ descend stairs.
• Must be able to operate standard office equipment including computer, fax machine, folding machine, scanner, and other standard items.
COMMUNICATIONS:• Must be able to communicate (orally and written) in a professional manner on a regular basis with prospective residents, current residents, staff, management and co-workers within the company as well as with outside vendors. Must be able to work as part of a team. Follows instructions and responds to management's direction. Accepts constructive criticism and uses it as a learning tool.
SUPERVISORY RESPONSIBILITIES:• The person in this position must be able to provide effective leadership, supervision, and management directly to the A/R team & Collection Specialists, as well as indirectly to staff in other departments who are involved in the collections process.
ATTENDANCE AND PUNCTUALITY:• Is reliable and consistently at work and on time; weekend work and evening work may be required from time to time.
TRAVEL• Travel may be required within the Southern California Region.
OTHER COMPETENCY REQUIREMENTS FOR EFFECTIVE PERFORMANCE• An energetic, positive, ethical and enthusiastic leader with strong people management skills. Effective communicator, trainer and motivator. Inspires trust, respect and loyal team relationships.
• Understands business objectives (focus on profitability, quality, professionalism, efficiency and effective use of time), and is results driven. Develops practical strategies to achieve business objectives. Makes sound business decisions.
• Excels in a fast paced, dynamic environment; ability to adapt to changing priorities; remains organized and focused under pressure; able to meet deadlines.
• Calmly and effectively manages conflict, difficult and/or emotional situations; focusing on resolving issues and achieving an effective solution, rather than on blame.
• General understanding of company's policies and laws applicable to the conduct of business; follows and enforces such policies and laws.
• Works independently with little or only general supervision.
• Is accountable for the responsibilities of the position; accepts constructive criticism in a positive manner.
• Ability to plan, budget, schedule staff and resources effectively and efficiently.
• Treats others with respect; shows sensitivity to and respect for cultural differences; supports diverse workforce and helps to ensure a workplace and living community free from unlawful discrimination and harassment.
• Maintains confidentiality and discretion with regard to sensitive proprietary and confidential information of Company, residents, and customers.
Pay Range: $35.39-$43.74
