SPECTRUM Association Management San Antonio, TX, United States
Oct 19, 2017Full time
Closing Manager Job Description: The Closing Center Manager completes and oversees daily tasks related to providing correct and timely documentation and legal disclosures to real estate industry professionals. Our primary customers are homeowners, real estate professionals and escrow officers. The position is responsible for overseeing the Closing Services Center and all closing processes associated with buying and selling homes within the communities that Spectrum manages across all divisions. This position leads and oversees the team that is responsible for producing resale certificates, statements of demand, condominium/PUD project certifications, facilitating REO transfers within client communities. The position manages the team, which takes all incoming requests for all divisions including online customer requests and ownership changes. This is a fast-paced position that requires expertise in the real estate industry, multitasking, attention to detail, great strategic and planning skills as well as the ability to motivate and coach employees. This position requires high energy, enthusiasm and the ability to inspire great customer service. Responsibilities: Transform existing processes within the Closing Services department to create optimal efficiencies and controls Create, update, and facilitate SMART goals to conduct semi-annual reviews of employee’s performance Create fully document procedures and ensure all employees are following established processes by inspecting each individuals work. Drive for results and lead multiple projects Coach, develop and mentor staff to perform at their highest level Make recommendations and implement department efficiencies, improvements and controls. Train both department staff and non-department staff on department protocols. Manage the processing and delivery of closing documents including resale certificates, statements of demand, and condominium questionnaires. Work with and ensure accuracy of documents through the Homewise Docs system. Manage incoming requests for title of ownership changes and processing of checks to corporate finance and homeowners accounts. Provide weekly updates to VP of Operations and update metrics on a monthly basis for an Operational Dashboard presented to Executive Management. Interviewing potential candidates, company recruiter finds, and identify specific traits and skills in these individuals to ensure a high performing team Job Requirements/Qualities we are looking for: EDUCATION AND EXPERIENCE : We will provide training for this position—background in the HOA management industry is not required. The ideal candidate for this position will possess: Experience leading teams in a supervisory position or similar capacity Leading multiple functional areas and creating a team environment Proven process management expertise including process improvements and use of process flow software Leading projects and managing change for medium to large scale projects with multiple stakeholders Managing direct and indirect employees efficiently and effectively A Bachelor’s degree in Management, Finance, Accounting or related field Preferred work experience in title, mortgage or real estate industry. Previous experience working in and leading a team within an Operations/Production environment KNOWLEDGE, SKILLS AND ABILITIES: Strong analytical and organizational skills A self-starter who enjoys working in a fast-paced environment with changing responsibilities and tight deadlines Outstanding verbal and written communication skills Strong process management and change leadership skills Working knowledge of Microsoft Excel, Word, Access, PowerPoint, and Outlook applications Excellent Time Management and multi-tasking ability General Inter-Office Transfer Guidelines Proficient in your current role for at least 12 months In good standing with your current Manager Talk to your Supervisor/Manager first to attain their support and recommendation for the new position. There may be additional requirements for the role, depending on the position posted. Closing Specialist Will you be our next Administrative Closing Specialist? Role: The Closing Specialist completes daily tasks related to providing correct and timely Documentation and legal disclosures to real estate industry professionals. Responsibilities: With exceptional accuracy and timely service, prepare documents required for property refinance or resale transactions to title companies, realtors, and homeowners. Provide exceptional service via phone, email, and in person to internal and external customers. Receive customer orders, submit order confirmations, track document delivery time service, and track customer payments. Process ownership account transfers. Become a company expert on Texas and Arizona state statutes regarding homeowner association disclosures. Maintain disclosure-related association documents and modules in system. Receive inbound calls and make outbound calls as needed to clarify information and requests. Field internal questions about closing functions and troubleshoot/resolve related problems. Support other operations teams and functions, including inbound phone queues, when needed. Job Requirements/Qualities we are looking for: Experience in the title industry preferred, but not required. Polished and professional written and verbal communication skills Deadline-driven and highly accountable to meeting legally mandated deadlines for document delivery. Strong attention to detail with the ability to accurately transfer data and information across various documents and computer applications. Good data entry skills Solid customer service skills with ability to handle the following: Effectively explain regulations and policies to customers Diffuse escalated concerns from customers facing tight deadlines Provide timely responses to all email and phone questions from customers Collaborative/team-oriented with ability to handle the following: Proactively collaborate with team to ensure daily work is completed and all deadlines are met Work effectively with others to obtain required documentation within strict time frames Self-starter/able to work independently with minimal direction Able to work occasional overtime seasonally and as the work volume requires Very organized Solid PC skills; advanced experience with Outlook, Excel, and Word preferred General Inter-Office Transfer Guidelines Proficient in your current role for at least 12 months In good standing with your current Manager Talk to your Supervisor/Manager first to attain their support and recommendation for the new position. There may be additional requirements for the role, depending on the position posted. Done this? Ready to Apply? BOOKKEEPER GENERAL DESCRIPTION: The position is responsible for the preparation and maintenance of client financial records including preparing balance sheets, income statements, bank reconciliations, general ledger reports, receivables reports, cash disbursements, and statements of cash flow for not-for-profit corporations. With a team, this position supports the deadline-driven financial needs of hundreds of property association corporations managed by Spectrum. This position is also responsible for assisting in day-to-day tasks including accounts payable and receivable, check issuance, initial client setup, state required reports and filings, and document compilation for external review. All reports are prepared using accrual accounting, using industry-specific property management accounting software, and in accordance with GAAP. SPECIFIC DUTIES : Record journal entries and other transactions in appropriate client’s books On a monthly basis, prepare financial reports for clients using industry-specific software. Compile necessary information and documents to provide to association accountants to facilitate the preparation of state and federal filings. Post payments to client accounts. Issue payments to client vendors. On-board new clients through setting up accounting systems, inputting financial data, and creating initial financial reports. Oversee large projects ensuring taxes and other services requested through an outside party are provided in a timely manner. Answer questions on technical accounting tasks and escalated financial/bookkeeping issues. Complete homeowner write offs and write off projects in an accurate and timely manner. Complete special projects for HOA Boards, Community Managers, and Division Presidents as needed. Perform other duties as assigned by the department manager. EDUCATION AND EXPERIENCE : Degree from an accredited university with major coursework in accounting, or degree in accounting, is required. Employment experience in accounting or bookkeeping for 3 – 4 years minimum is required. Experience with simultaneously completing multiple clients’ financials is required Experience working with completion of financials for HOA entities a plus. KNOWLEDGE, SKILLS AND ABILITIES: This position requires strong problem-solving skills, including confidence in decision making and ability to effectively explain decisions to clients. This position requires strong analytical and organizational skills and the ability and willingness to work at a fast pace. Strong customer service skills are a must for this position as it deals with internal and external customers. Self-motivated individuals who can set and maintain their own pace are also a must. This position deals intensively with accounting so individuals must be well versed in GAAP and be able to explain accounting protocol to clients and other staff members. Accounting software experience is also preferred, although specific system training will be provided. Homeowner Service Rep Will you be our next Homeowner Service Rep ? Are you a steady and consistent individual who wants to work on a great team? We do not require experience in our industry, but we do require that our employees really care. In addition, if you like solving challenging problems, love helping people, and are a strong decision-maker, then we want to meet you! Our culture is extremely important to us, we hire only outstanding, diligent talent who care about becoming experts, and delivering quality results every day. This is why we have a clear and well-defined career and compensation track for everyone, new and existing. There are four levels in our learning academy, which maps out the progress an employee can achieve during their tenure with our company, and guide you along a path to success. This is a great place to take your career to the next level, continue growing, learning and expanding your knowledge regarding our industry. Job Description The Homeowner Services Rep will be responsible for creating and maintaining the SPECTRUM experience by delivering extraordinary service to our clients and internal customers. The purpose of this role; simply assist homeowners in resolving their questions and concerns over the phone. What will the Expectations of this Role be? Handle multiple phone lines Take phone calls for up to eight hours Use internal search tools to research information Transfer calls to appropriate parties Communicate extensively in Microsoft Outlook Record correspondence in software used by SPECTRUM. De-escalate and resolve conflicts with difficult or upset customers Follow up on outstanding issues Talk face-to-face with customers to explain situations Provide high-level customer service Research accounts Communicate via internal and external emails Anticipate internal and external need. Maintain Reservations Calendar and needed forms What Skills Do We Require of our Homeowner Service Reps ? Strong communication skills (verbal and written) (for example, communicate clearly, professionally, and accurately via phone with homeowners) Ability to understand and carry out oral and written requests Problem-solving skills, and detail-oriented Working knowledge of keyboard and software navigation Ability to multi-task and learn in a fast-paced environment Customer-service minded with the ability to work as a part of a team Ability to contribute to a positive team environment Demonstrates integrity, honesty and knowledge to promote the SPECTRUM culture Maintain a calming demeanor during customer phone interaction and peak times Ability to anticipate the needs of our customers by continually evaluating the environment when communicating with the customer Ability to place the customer first to deliver renowned customer service Strong organizational, and follow-up skills Sound like a position in which you would flourish and help our company to do the same? Then we definitely want to talk to you!