Senior Trust Accounting Executive

Title: Senior Trust Accounting Specialist

Who We Are

ProfitCoach was founded on core Christian values that still guide us as we grow and continue to pursue excellence as property management thought leaders. We are grateful for the unique opportunities we’ve been afforded as a company that have led us on a consistent growth trajectory in our industry, and we are thankful for the amazing clients who have trusted us to come alongside them in their own business journey. Our team thrives in a completely remote work environment through high productivity and an emphasis on coaching and professional growth.

WHO WE’RE LOOKING FOR

We are looking for A-players, ready to jump into a thriving, entrepreneurially-driven company that has become the leader in our industry. We value people who are honest, coachable, invested, and willing to give their best to their clients and team. We appreciate growth mindsets, courage, candor, gratitude, and the entrepreneurial spirit that define our fully remote team of professionals. We seek new team members who are all in for the next steps of company growth!

Mission of the Role

The objective of this position is to deliver the ProfitCoach Experience (owning the outcome, ease of doing business, and extraordinary service) to ProfitCoach clients through quality assurance reviews, client relationship and account management that delivers accurate, timely, and efficient full-service accounting, while also maintaining an awareness of the unique needs and profit-growing/stewardship opportunities of each individual client.

90-Day Outcomes:

• Assume ownership of designated client accounts within 90 days
• Receive training and become a contributor to new client onboardings 
• Be first in line for client calls and client relationship management, even for client accounts not directly assigned to you 
• Perform bank reconciliation and general trust accounting clean up work as the point person
• Communicate anticipated time estimates with the client 
• Share progress updates with the client 
• Coordinate other team members for assistance when needed 
• Act as an available resource to the team for high level or complex Trust accounting questions that come up 
• Triple tie issues 
• Unreconciled transaction review
• Software migrations 
• Schedule with Gustavo a thorough Asana process audit to be completed after initial 90 days is completed
• ADEPT Communication should be displayed in the updating and creation of processes during the process audit 
• First in line to learn and train team members on new Trust accounting softwares (ex. RentVine)

Key Responsibilities:

While other responsibilities may be required within the scope of this position, here is a summary of tasks: 

• Internal Tasks: 
• Company and Departmental team meetings 
• Internal email correspondence
• Skill development reading 
• Daily task planning 
• Task-by-task time tracking 
• Trust Accounting Senior Trust Accounting Specialist functions: 
• People 
• Training the team on new or complex processes
• Monitor team performance metrics (Direct Labor Efficiency, Staff Utilization, Staff Hours Budget vs. Actual) alongside the Trust Department Manager
• Process 
• Function as “first in line” to understand new functions, define the process and train the team to carry out the new process 
• Ensure timely completion of all client tasks 
• Ongoing process improvement 
• Client relationships 
• Lead and participate in new client onboardings 
• Create spreadsheet and ad hoc tools to make Trust accounting processes more efficient 
• Lead and participate in client meetings to discuss accounting and service related questions
• Client email correspondence 
• Create and maintain client communication protocols 
• We have some communication cadences that need to be formalized, such as: 
• ProfitCoach Retreat communications 
• Holiday Hour reminders 
• PTO heads up 
• Start of service on-boarding protocol 
• Management of client relationship, including setting and maintaining expectations 
• Overseeing issue resolution alongside Trust Department Manager
• Maintaining “ADEPT Communication” with clients: 
• Assess the need 
• Detail the solution 
• Energize the conversation 
• Provide closure 
• Tell the truth, always 
• Financials 
• Review and ownership of financial statements, including: 
• Reconciliation review 
• Reports (owner statements, P&L, balance sheet) 
• Other crosschecks 
• Accounting functions
• Bank reconciliation 
• Financial diagnostics 
• Billing 
• Payment processing 
• Owner statement processing 
• Security Deposit processing 
• Other accounting tasks 

Skills & Responsibilities Required:

• Ability to manage client relationships and deliver the ProfitCoach experience (owning the outcome, ease of doing business, and extraordinary service) 
• Ability to oversee the execution of services 
• Advanced problem-solving skills 
• Ability to write, improve, and train on new Trust accounting processes 
• Bookkeeping experience with a focus on accuracy, timeliness and efficiency 
• Excellent verbal and written communication 
• Proficiency with Microsoft Excel 
• Ability to define and document new processes 
• Basic ability to read and analyze financial statements 
• Ability to quickly learn and master new cloud-based software applications 
• Proficiency with AppFolio 
• Proficiency with Rentvine (preferred) 

Culture Fit / Core Values

Think Abundantly
Own the Outcome
Be Courageous
Leverage Your Talents
ADEPT Communication (Assess the need, Detail the solution, Energize the conversation, Provide closure, Tell the truth always)

If this role sounds like a great fit for you, we’d love to hear from you! Apply today and help us take our business intelligence capabilities to the next level.

• Ideal start time: Immediate
• Location: Remote
• Hours of Work: 40-45 hours/week
• Compensation: $55,000 - $60,000 USD

• Salary
• PTO
• Health stipend

Appendix 1 

This is a detailed list of functions that may be expected for any given client. 

Oversight of Functions: 

Late fees (to include eviction notices) 

Inbox management 

Owner statements 

Owner Distributions 

Entering correcting entries 

Meeting client deadlines 

Servicing client nuances 

Approval of Functions: 

Online payables (eChecks, BillPay Checks) 

Direct ACH payments 

Audit packages 

Weekly Update emails 

Ownership of Functions: 

Client and team communication 

Team training and delegation 

Liaison with Corporate department as needed 

1099s and EOY reports 

High-level accounting requests 

Crosschecks to include: 

Bank transfers 

Negative balances 

Journal entries 

Corporate property activity 

Diagnostics 

Inbox review for PC Experience 

Specific items as required per client

Administrative Expectations: 

Watch for training & delegation opportunities 

Own and manage any needed adjustments in process or process improvement 

Own any new ad hoc reporting requests 

Regularly review client numbers and create/implement plans to keep numbers within budget 

Prepare and lead department-wide trainings as requested 

Research and test new software updates 

Coordinate client clean up projects 

Coordinate new client on-boarding processes