About this role
The Accounts Receivable Agent is responsible for the day-to-day administration of condominium owner accounts across Condominium Management Group?s (CMG) managed portfolio. This role supports the accurate processing, recording, reconciliation, and collection of condominium fees, special assessments, chargebacks, and other owner-related receivables. Working closely with the Accounts Receivable Manager, Condominium Property Managers, Accounting Department, and the Internal Liens Department, the Accounts Receivable Agent ensures owner accounts are maintained accurately, payments are processed promptly, and outstanding balances are addressed in accordance with company policies and established procedures. This position operates in a high-volume, fast-paced environment that requires exceptional organizational skills, attention to detail, strong customer service skills, and the ability to manage competing priorities while maintaining accuracy and professionalism.
Core Competencies:
* Client Focus * Strong Written & Verbal Communication * Organizational & Time Management * Customer Service Excellence * Stress Management & Resilience * Problem Solving & Analytical Thinking * Adaptability & Initiative * Accountability & Dependability * Professional Ethics & Integrity * Teamwork & Collaboration * Attention to Detail
·Key Responsibilities:
Accounts Receivable Administration
* Process condominium fee payments, special assessments, chargebacks, and other owner payments. * Maintain accurate owner account records by recording payments, adjustments, credits, and account transactions. * Reconcile owner accounts and investigate discrepancies. * Assist with maintaining accurate owner fee schedules and account balances. * Ensure payments are applied correctly and in accordance with company procedures.
Collections & Owner Communication
* Communicate professionally with condominium owners regarding outstanding balances. * Prepare and distribute arrears notices and collection correspondence. * Follow established collection procedures while maintaining positive customer relationships. * Respond to owner inquiries regarding account balances, payment history, and billing questions. * Escalate complex collection matters to the Accounts Receivable Manager when appropriate.
Payment Processing & Banking
* Prepare daily deposits including cash, cheques, and electronic payments. * Process incoming payments through various payment methods. * Balance daily receipts and prepare supporting deposit documentation. * Assist with banking reconciliations and ensure payments are accurately recorded. * Maintain accurate records supporting all deposit activity.
Pre-Authorized Payments (PAP)
* Assist with administering the Pre-Authorized Payment (PAP) program. * Process new PAP enrollments, changes, and cancellations. * Monitor PAP exceptions and resolve payment issues. * Assist with monthly PAP processing and payment reconciliation.
NSF & Account Adjustments
* Process Non-Sufficient Funds (NSF) transactions. * Apply NSF fees and account adjustments as directed. * Prepare account corrections and payment reallocations. * Assist with reconciling historical account discrepancies.
Account Reconciliations
* Perform regular reconciliations of owner accounts. * Investigate payment discrepancies and outstanding transactions. * Assist with balancing receivable accounts and supporting financial reporting. * Ensure account documentation is complete and accurate.
Administrative Support
* Perform data entry with a high degree of accuracy. * Maintain electronic and physical filing systems. * Prepare reports and supporting documentation as requested. * Assist with departmental projects and special assignments. * Maintain confidentiality of owner financial information.
Cross-Department Collaboration
* Work collaboratively with Condominium Property Managers, Administrative Staff, Accounting, and the Internal Liens Department. * Assist colleagues during periods of high vo