Job Description

Bill Pay Manager

San Diego, CA (On-Site) | Full Time

Plumb provides Family Office Accounting & Bill Pay services to Ultra High Net Worth clients across the U.S. We’re known for our accuracy, trust, and exceptional service—rooted in Plumb’s 13 Principles. As we continue to grow, we’re looking for a Bill Pay Manager who operates with accountability, structure, and calm execution.

About the Role

We are seeking an experienced Bill Pay Manager to serve as the central point of contact for all Bill Pay operations . Your work will ensure that workflow issues, reporting discrepancies, and escalations are managed directly, proactively, and efficiently .

Your impact is simple but essential: you keep daily execution running smoothly so leadership can stay focused on strategy.

This is an on-site role in San Diego and requires a strong operational background with deep knowledge of bill pay workflows, approvals, reconciliations, and controls. You must be detail-oriented, process-driven, and comfortable taking ownership without needing constant direction.

What You'll Do

• Lead and manage a team of 4–8 bill pay specialists
• Oversee all bill pay workflows: entry, approvals, payment processing, reconciliations, audits
• Conduct weekly reviews with supervisors to track adoption, cleanup progress, and workflow performance
• Resolve operational and reporting issues before they escalate
• Partner with administrative and compliance teams on approvals and audit reviews
• Maintain oversight of deadlines, deliverables, and quality control
• Escalate only when leadership involvement or client relationship support is required
• Communicate clearly and professionally with clients, advisors, and internal teams
• Provide factual updates, resolution summaries, and confident status reporting

What We’re Looking For

• 5–8 years in accounting operations, bill pay management, or family office accounting
• Strong knowledge of QuickBooks Online and multi-client environments
• Experience managing teams and improving workflows
• Familiarity with compliance, reconciliation, and audit processes
• Highly organized, detail-oriented, and consistent in follow-through
• Strong communication skills—clear, factual, professional
• Able to maintain accountability across clients and team members without micromanagement
• A proactive, solutions-focused mindset

What Will Not Work in This Role

To ensure success, this role is not a fit for someone who:

• Requires constant prompting, oversight, or direction
• Struggles with process ownership or self-management
• Avoids accountability, audit standards, or feedback
• Has only a technical accounting mindset without operational leadership capability
• Overrelies on others to make decisions
• Becomes disorganized or reactive under pressure

Who Thrives Here

Someone who operates as a direct extension of leadership —owning operations with clarity, maturity, and reliability. You ensure the Bill Pay function runs smoothly, consistently, and in alignment with Plumb’s standards, allowing the department to stay focused on strategic growth and process development .

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