Controls Coordinator, Client Treasury

Firstservice-Residential; Florida; Presencial; USD 60.000 - 90.000; Jornada completa

Descripción de la vacante

FirstService Residential is seeking a Controls Coordinator to support the Treasury Controls Manager across Fraud Prevention, Fraud Resolution, Online Banking User Management, and ERP/Treasury Workstation administration. The role rotates across areas to build SME coverage, maintains SOPs, and collaborates with banking partners and internal teams to ensure compliance and risk mitigation.

The position emphasizes attention to detail, process discipline, and cross-functional collaboration to

Formación

• 2–5 years of treasury, banking operations, fraud prevention, or related financial operations experience.
• Preferred experience with ACH and/or Check Positive Pay processes and online banking platforms.

Responsabilidades

• Support Fraud Prevention & Positive Pay operations, including review of exceptions and disposition actions.
• Manage Fraud Resolution & Case Management activities from detection to resolution with financial institutions.
• Oversee Online Banking User Management including access requests and permissions.
• Assist ERP & Treasury Workstation Administration tasks and system configuration changes.
• Rotate across functional areas to build breadth of treasury controls knowledge.
• Maintain trackers, documentation, and records; escalate issues promptly.
• Collaborate with banking partners and internal stakeholders to ensure compliance and process improvements.

Conocimientos

Attention to detail

Communication skills

Excel proficiency

Time management

Educación

Bachelor's degree in Finance/Accounting/Business Administration or related field

Herramientas

Smartsheet

Zendesk

DocuSign

Kyriba/GTreasury

Descripción del empleo

Description

The Controls Coordinator (“Coordinator”) is an experienced individual contributor role supporting the Treasury Controls Manager across four critical functions within the Treasury Services department: Fraud Prevention & Positive Pay, Fraud Resolution & Case Management, Online Banking User Management, and ERP & Treasury Workstation Administration. Operating on a rotational basis across these functional areas, the Coordinator executes day-to-day operational tasks and builds broad subject‑matter expertise across the full scope of Treasury Controls. The Coordinator supports the Manager in maintaining operational excellence, regulatory compliance, and risk mitigation, and partners with banking partners and internal stakeholders to follow and help refine policies, SOPs, and process improvements across all markets.

Responsibilities

The job duties listed are typical examples of the work performed by positions in this job classification. Not all duties assigned to every position are included, nor is it expected that all positions will be assigned every duty.

Fraud Prevention & Positive Pay

• Review and process daily ACH Positive Pay, Check Positive Pay, and Reverse Positive Pay exceptions, applying established decision criteria to pay, return, or elevate items.
• Monitor exception queues to ensure timely and accurate disposition in accordance with Treasury SOPs.
• Complete assigned Positive Pay reviews and exception dispositions within established bank cutoffs and internal deadlines, maintaining required supporting documentation.
• Support banking partner coordination related to positive pay setup, configuration, and program enhancements.
• Maintain and support ACH filters, blocks, authorized Company IDs, and related fraud‑prevention controls as assigned.
• Follow established fraud control policies and SOPs, escalating questions or unusual items to the Treasury Controls Manager.
• Identify and flag emerging exception patterns or trends for the Manager's review.

Fraud Resolution & Case Management

• Support the fraud case management process, from initial detection through investigation, escalation, and resolution.
• Open and manage assigned fraud claims and investigations with financial institutions, including required affidavits, claim forms, supporting documentation, and ongoing follow‑up through final resolution.
• When fraud or account compromise occurs, coordinate protective actions including account restrictions or locks, stop payments, ACH blocks, user or credential restrictions, and other bank‑directed controls.
• Coordinate closure of compromised accounts, opening of replacement accounts, re‑establishment of required fraud controls and banking services, and authorized movement of funds to secure accounts.
• Coordinate recovery or retrieval of funds, track recovered and unrecovered amounts, and maintain complete case documentation and audit trails through resolution.
• Maintain the fraud case tracking log with accurate status updates, resolution details, and timelines.
• Coordinate with banking partners and internal stakeholders such as property managers, accounting teams, and regional leaders to gather information and documentation needed to support fraud investigations.
• Communicate case status updates to affected stakeholders in a timely manner.

Online Banking User Management

• Process user access requests — additions, removals, and entitlement changes — across banking platforms in accordance with approval policy.
• Administer account‑level and service‑level permissions, initiator and approver roles, transaction permissions, limits, and appropriate segregation‑of‑duty and dual‑control requirements.
• Maintain accurate bank‑level and global entitlement records, including the centralized Banking Entitlements Tracker, for internal users, external users, and authorized board members, supporting audit readiness and risk management.
• Coordinate credential resets, MFA, tokens, authentication issues, account visibility, transaction templates, and other online banking administrative needs.
• Support portal consolidation, merger integration, and deactivation initiatives as directed.
• Conduct periodic access audits to confirm entitlements remain appropriate and current.
• Reconcile bank‑provided user reports to internal records, identify outdated, excessive, conflicting, or unauthorized access, document findings, and track corrective actions through completion.
• Follow established policies and SOPs governing online banking access, user roles, and permission levels across all markets.

ERP & Treasury Workstation Administration

• Support the setup of new bank accounts in the organization's accounting platforms, ensuring accuracy, completeness, and proper documentation.
• Assist with account deactivations and ongoing account maintenance, coordinating with internal teams and banking partners as needed.
• Support data integrity across accounting platforms related to bank account records, configurations, and updates.
• Assist with system configuration changes, testing, and documentation for the treasury workstation and ERP‑linked banking tools.
• Serve as a resource for team members on system functionality and best practices.
• Identify and flag process improvement or automation opportunities for the Treasury Controls Manager.

General Responsibilities

• Rotate across functional areas as assigned by the Controls Supervisor to build broad expertise and support coverage needs.
• Take ownership of assigned responsibilities through completion, including required follow‑up, issue resolution, and documentation.
• Maintain assigned trackers, documentation, and records in a complete, accurate, and current state, and provide timely status updates on outstanding work.
• Promptly elevate unresolved issues, missed deadlines, control exceptions, suspected fraud, or material risks to the Controls Supervisor.
• Partner with Client Accounting and Treasury Services stakeholders to ensure alignment on banking controls, account administration, and operational workflows.
• Participate in cross‑functional initiatives and departmental projects as assigned, contributing operational insight and driving continuous improvement.

Accountability & Performance Standards

• Complete assigned responsibilities accurately and within established bank cutoffs, internal deadlines, and service expectations.
• Follow current Treasury policies, SOPs, approval requirements, documentation standards, dual‑control requirements, and segregation‑of‑duty controls.

Essential Duties

• Bachelor's degree in Finance, Accounting, Business Administration, or related field preferred.
• 2–5 years of experience in treasury, banking operations, fraud prevention, or a related financial operations role.
• Preferred experience with ACH and/or Check Positive Pay processes and with online banking platforms and user access administration; Reverse Positive Pay experience preferred.

• Strong attention to detail and sound judgment, particularly when working under time pressure.
• Effective written and verbal communication skills.
• Proficiency in Microsoft Excel and Microsoft Office; experience with Smartsheet, Zendesk, and DocuSign preferred.
• Exposure to a treasury management system (TMS) such as Kyriba or GTreasury preferred.
• Strong ownership, follow‑through, and ability to manage multiple time‑sensitive priorities through completion.
• Strong documentation, investigative, and problem‑solving skills with the ability to identify and elevate control risks.
• Ability to maintain confidentiality when handling sensitive banking, fraud, user‑access, and financial information.

What We Offer

As an associate, you will be eligible for full comprehensive benefits to include your choice of multiple medical plans, dental, vision. In addition, you will be eligible for time off benefits, paid holidays, and a 401k with company match.

Disclaimer

The above information in this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all‑inclusive job description; therefore, management has the right to assign or reassign schedules, duties, and responsibilities to this job at any time

Automated Employment Decision Tool (AEDT) Usage

We may utilize an Automated Employment Decision Tool (AEDT) in connection with the assessment or evaluation of candidates. The AEDT is designed to assist in objectively evaluating candidate qualifications based on specific job‑related characteristics.

Job Qualifications and Characteristics Assessed

The AEDT evaluates candidates based on job qualifications and characteristics pertinent to the role, including skills, experience, and competencies relevant to the position requirements. These qualifications are determined by the unique needs of each role within our company.

Alternative Selection Process or Reasonable Accommodations

Candidates who require an alternative selection process or a “reasonable accommodation,” as defined under applicable disability laws, may make a request through our designated contact channel [e-mail].

Requesting Information About the AEDT - NYC Local Law 144

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