Onsite Accounting & Bill 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,…