Financial Coordinator
Merit Property Management - Aliso Viejo, CA

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The position of Financial Coordinator is a high level position within a dynamic team serving one of the premier Master Plan Housing Communities in the nation.

The individual holding this position is responsible for managing all facets of an annual budget of nine million dollars. From budgeting to financial reporting, invoice processing to overseeing collection efforts. This position has a high level of responsibility and client interaction. The expectation for this individual is to support the Executive Director to meet Board goals and objectives. Additionally, this position exists to ensure effective and efficient day-to-day operations of SAMLARC to support the SAMLARC community vision and PRIDE Program and Merit’s commitment to client, staff and the community.

Under the direction of the SAMLARC Executive Director, this position is primarily responsible for all financial aspects of SAMLARC including overseeing assessment collections, payment plans, bill paying and preparation of the budget, audit, monthly financials, 1365 package, and monitoring renewal of all contracts.

Under the direction of the SAMLARC Executive Director, the Financial Coordinator is responsible for the following:

Accounts Payable and Employee Reimbursement Processing
  • Receive all invoices for payment and confirm with appropriate staff if appropriate to pay.
  • Prepare all invoices for payment utilizing Automated AP System.
  • Prepare Reserve Transfer paper work for Board signing and processing by General Ledger and Accounts Payable.
  • Review all credit card expenditures for appropriateness.
o Verify all receipts.
o Process utilizing Automated AP System.
o Prepare Board Agenda Report for approval of credit card expenditures.
o Obtain new credit cards when appropriate. Cancel credit cards upon termination of employees or as directed by Executive Director.
  • Maintain and reconcile SAMLARC Petty Cash. Submit for replenishment on a timely basis. Process requests for employee reimbursement.
  • Process Federal and State tax returns as directed by SAMLARC’s CPA.
  • Responsible for issuing and processing the New Vendor package and obtaining acceptable proof of insurance.
  • Meet monthly with Landscape Consultant to confirm all landscape invoices are appropriate to pay.
  • Other duties may be assigned as needed.
  • Ability to formulate effective correspondence necessary to perform the job.
  • Responsible for creating Board Agenda Reports and managing the annual renewal of contracts for SAMLARC Corporate Counsel as well as Business Office related contracts including but not limited to phone, internet, security alarm, Xerox, IT, payphone vendor and office landlord.
  • Responsible for maintaining an electronic database to track all SAMLARC contract expirations and provide appropriate staff with renewal deadlines.
  • Upon execution of contracts by SAMLARC Board and Vendor, scan contracts and save in database. Forward electronic copies of documents to Legal Counsel. Forward copy of contract to vendor.
  • Maintain an electronic database of SAMLARC Vendors, which monitors the status of their insurance information.
  • Prepare monthly Suspension of Privileges Aging Report for the Community Services Division
  • Maintain Property Tax Database, updating Orange County Tax Assessor as necessary including verification of contact/mailing address change for all properties as necessary, resolving to conclusion.
  • Review all property tax bills for appropriateness for payment, and follow-up for inappropriate tax assessments.
  • Send copies of all utility bills to PUA (Pacific Utility Audit) monthly. Process shared saving invoices.
  • Maintain current Certificate of Insurance and Endorsement files for contractors, vendors, and agency's, and obtain current evidence of insurance as necessary.
  • Track SAMLARC Insurance renewal dates, solicit premium proposals and ensure timely annual renewal.
  • Responsible for renewal of regulatory annual permits (business office etc.)
  • Other duties may be assigned as needed.
Financial Reports
  • Create Board Agenda Reports for Board approval of monthly financial statements.
  • Review monthly Preliminary Financial Statement for accuracy and recode errors as necessary.
  • Prepare reports including, but not limited to, Income and Expense portion of Quarterly Report, Financial Five Year Cash Flow Model, Annual Year To Date Expenses Projections and Monthly Variance Report.
  • Variance analysis:
o To be prepared on monthly basis.
o Include utilities tracking; including the review of phone bills on a regular basis.
o Conduct specific line items analysis i.e., legal.
  • Meet with specific team members on a regular and as needed basis regarding variances, budget issues and concerns.
  • Other duties may be assigned as needed.
Reserve Study process, to include:
  • Responsible for SAMLARC Reserve Analyst Consultant Agreement.
o Request R.F.P. from vendors.
o Prepare annual contract and Board Agenda Report for approval of agreement.
o Calendar and schedule analyst completion date of draft and final studies.
  • Present draft reserve study to Budget and Cash Flow Committee.
  • Create Board Agenda Report for Board approval of the reserve study.
  • Maintain SAMLARC Asset Matrix.
o Provide matrix to staff for inclusion of any potential changes to reserve study.
o Collect, review, confirm and distribute staff input to reserve analyst.
  • Create Board Agenda Report for Board approval of annual reserve re-allocation.
  • Other duties may be assigned as needed.
Budget Preparation/Process including:
  • Create 5 year cash flow projection.
  • Create draft budget and present to the Budget and Cash Flow Committee.
  • Conduct annual budget review workshop with the Board of Directors.
  • Create Board Agenda Report for Board approval of annual budget.
  • Responsible for publication of the approved budget to the membership, with all required attachments and exhibits in accordance with Civil Code 1365.
  • Provide budget binders to all SAMLARC Managers during the budget process. Obtain input from SAMLARC Managers regarding re-projection of current budget year and proposed budget for upcoming fiscal year.
  • Other duties may be assigned as needed.
Annual Audit
  • Responsible for SAMLARC CPA agreement.
o Request R.F.P. from vendors
o Prepare annual contract and Board Agenda Report for approval
  • Schedule CPA for records review and have all necessary documents available for review.
  • Ensure timely receipt of Audit draft, review, and create Board Agenda Report for Board approval.
  • Upon approval of Audit, Ensure Representations Letter is signed by the Assistant Vice President of Association Accounting and SAMLARC Chief Financial Officer. Send executed letter to CPA and obtain final draft of Audit.
  • Coordinate with Communications Coordinator to mail Audit with the April Newsletter by April 30th in compliance with Civil Code.
  • Other duties may be assigned as needed.
Assessment Collection / Receivables
  • Responsible for SAMLARC Collections Agent and Foreclosure Attorney Agreements.
o Request R.F.P. from vendors.
o Prepare annual contract and Board Agenda Report for approval.
  • Create Board Agenda Reports for Board approval of liens and intent to liens.
  • Create Board Agenda Reports for Board approval of requests to proceed to foreclosure.
  • Create Board Agenda Reports for Board approval of Bad-Debt write off.
  • Create a monthly matrix for the Budget and Cash Flow Committee tracking payment plans, foreclosures and bankruptcies.
  • Prepare invoices for receivables as necessary.
  • Deposit and verify all SAMLARC receivables such as Sports Field Revenue.
  • Monitor SAMLARC apartment properties.
  • Other duties as assigned.
Resident Interaction
  • Assessments and late and lien fees and payment plans.
  • Routing of non ARC and Covenant requests for IDR and ADR.
  • Other duties as assigned.
Board Meeting Attendance / Budget and Cash Flow Committee
  • Responsible for managing the Budget and Cash Flow Committee to include:
  • Attend Board of Directors meetings as required.
  • Prepare and distributes monthly Budget and Cash Flow Committee agenda packets.
  • Prepare for, attend, create minutes and perform all follow-up to Budget and Cash Flow Committee.
  • Confirm meeting dates and time with Committee members and/or re-scheduling if necessary.
  • Prepare all Board Agenda Reports and financial presentation for Budget and Cash Flow Committee.
  • Analyze investment opportunities and assist SAMLARC in obtaining a maximum yield on their investments.
o Verify Certificate of Deposit maturity dates. Compare to scheduling of SAMLARC Projects. Coordinate whenever possible.
  • Other duties may be assigned as needed.
  • Responsible for the financial training of all new SAMLARC employees which includes.
o Explanation of SAMLARC’s operating budget.
o Reserve Study Review.
o How to complete a New Vendor Packet.
o Obtaining the appropriate insurance information for new SAMLARC vendors.
o Processing an invoice.
o Obtaining a hand check.

Community Events
  • Attend Community Events as needed.
SAMLARC Election
  • Assist in SAMLARC Election on as needed basis.
Standard schedule is Monday through Friday, 8:00 a.m. - 5:00 p.m. with one 7:00 a.m. morning meeting and one evening meetings per month with 11:00 a.m.– 8:00 p.m. schedule. Extra hours as may be necessary for Board and/or Committee meeting attendance, and select SAMLARC Community Events & Programs.

College degree preferred
Proficiency in Microsoft Excel required

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