Strategic Staff Outsourcing Solution for a Leading Construction & Property Management Firm

Strategic Staff Outsourcing Solution for a Leading Construction & Property Management Firm

Our client is a leading construction and property management company based in Canada. They manage a vast portfolio of real estate assets and building projects across North America. As their business grew, they faced major challenges managing Accounts Payable (AP) and Accounts Receivable (AR) functions, all while trying to control over $100 million in annual payroll spending.

To solve these challenges, ARDEM provided a tailored staff outsourcing solution that focused on recruiting top-tier talent in AP, AR, and Insurance Administration. We helped the client reduce payroll expenses, improve operational efficiency, and maintain high-quality accounting operations — without the overhead of a full-service BPO model.

Challenges Faced by the Client

High Payroll Costs and Talent Acquisition Difficulties

The client was under pressure to reduce its massive payroll expenses while maintaining operational excellence. Hiring qualified professionals for AP and AR roles in Canada and the U.S. was proving costly. It was also difficult due to a competitive labor market and high turnover in these roles.

Managing High-Volume Accounts Payable and Receivable Tasks 

With hundreds of properties under management, the client struggled to keep up with increasing volumes of invoices and receivables. Delayed processing and errors in AP and AR led to vendor dissatisfaction and disrupted cash flow management. 

Finding Specialized Talent for Niche Roles

Specific roles such as Insurance Administrator, Property Accounts Payable/Receivable Specialists, and Accounts Payable Clerks required candidates with 5+ years of relevant experience, preferably with international client handling backgrounds. 

Requirement for a Cost-Effective and Flexible Outsourcing Model

The client sought staff outsourcing solutions that would balance cost-efficiency and operational control. They wanted access to skilled outsourced staff without committing to a full-scale BPO model due to budget constraints.  

Why the Client Came to ARDEM

The client approached ARDEM for a customized staff outsourcing solution that would address both their immediate and long-term workforce needs. They had specific goals in mind.

Reducing Annual Payroll Spending with Cost-Effective Talent 

The client reached out to ARDEM was to significantly reduce their annual payroll expenses, which had exceeded over $100 million. They were seeking remote, cost-effective talent that could handle specialized roles such as Accounts Payable (AP), Accounts Receivable (AR), and Insurance Administration. So, they wanted to leverage ARDEM’s outsource staffing solutions to manage costs without compromising quality. 

Finding Experienced and High-Quality Talent 

The client was also facing challenges in sourcing highly experienced and qualified candidates for specific roles. They needed professionals with proven expertise in AP, AR, and insurance processes, preferably individuals who had worked in property management and real estate finance.

Building a Scalable and Flexible Workforce Model

As a growing organization, the client wanted to develop a scalable and flexible workforce model that could easily adapt to fluctuating workloads and evolving business demands. They were looking for a partner who could quickly scale teams up or down based on project requirements without the administrative burden of traditional hiring.

Filling Roles Quickly and Efficiently

Speed was another critical factor for the client, especially in departments prone to high turnover, such as AP, AR, and insurance. They required swift recruitment and onboarding to ensure minimal disruption to operations.

Ensuring Ongoing Support and Seamless Integration

The client did not want to commit to a full-service BPO model, they still required ongoing support and seamless integration with their in-house teams. They needed outsourced staff who could be productive and aligned with the client’s goals.  

How ARDEM Delivered a Tailored Staff Outsourcing Solution

ARDEM offered a tailored and strategic staff outsourcing solution for the client. Our hybrid outsourcing approach gave the client the benefits of both cost savings and operational control, ensuring long-term success without a full BPO commitment.

Recruitment and Screening of High-Quality Talent

ARDEM developed a customized recruitment pipeline to identify candidates with specialized experience in property management accounting and accounts handling for North American clients.

Rigorous Multi-Stage Recruitment Process:

• Pre-Screening Round: Initial skill and experience alignment based on a detailed checklist. 
• Technical Interview: Evaluation of accounting expertise, familiarity with AP/AR processes, and communication skills. 
• Client-Specific Dry Runs: ARDEM’s HR team conducted “dry runs” to prepare candidates for client interviews. 
• Final Client Interview: Only top-tier candidates were forwarded to the client for final evaluation and selection.

Sourcing Candidates with Niche Skill Sets 

ARDEM successfully recruited candidates with: 

• 5+ years of experience in Property Accounts Payable and Accounts Receivable. 
• 3+ years of experience as Accounts Payable Clerks and Insurance Administrators. 
• Prior experience handling US/Canadian property management accounts and familiarity with international BPO/KPO environments, ensuring excellent communication and professional readiness.

Flexible Staffing Model to Align with Client’s Budget 

Instead of a traditional Business Process Outsourcing (BPO) model, ARDEM provided individual talent recruitment and staff outsourcing, where: 

• Employees worked exclusively for the client. 
• ARDEM managed payroll, compliance, and attendance, while the client handled training and day-to-day work supervision. 
• This recruitment-based outsourcing allowed the client to maintain budget control while accessing premium talent.

Ongoing Support and Quality Monitoring

• Regular weekly client meetings to review performance and address issues. 
• SPO (Senior Project Officer) monitoring to ensure attendance, engagement, and smooth onboarding. 
• Prompt feedback loops to address performance issues and provide replacements when needed. 

How the Client Benefited from ARDEM’s Staff Outsourcing Services

Significant Payroll Savings

• By outsourcing to ARDEM, the client reduced staffing costs substantially compared to hiring similar talent in Canada or the U.S. 
• Achieved their objective of controlling $100M+ in payroll spending without sacrificing quality.

Access to High-Quality, Experienced Talent

• ARDEM successfully placed top-tier AP and AR professionals with relevant property management accounting experience.
• Sourced candidates proficient in working with U.S./Canadian clients, fluent in English, and capable of handling complex accounting workflows.

Faster Hiring and Improved Retention 

• Rapid turnaround in filling critical roles.
• Provided replacement candidates on an urgent basis when required, ensuring business continuity.
• Reduced overhead costs and time associated with internal recruitment efforts.

Simplified Accounts Payable and Receivable Processes

With dedicated outsourced staff, the client achieved:

• Faster invoice processing. 
• Improved AR collection and reconciliation. 
• Reduced errors and improved vendor relationships.

Increased Operational Flexibility 

• ARDEM’s staff outsourcing solutions enabled the client to scale teams up or down as needed based on project demands and budget constraints. 
• With no long-term fixed BPO commitments, the client achieved maximum agility in workforce management.