Collections Specialist and Credit

Position Summary

The Collections Specialist is responsible for managing an assigned portfolio of customer accounts to support timely collections, maintain healthy accounts receivable aging, and protect the organization's cash flow. This role oversees customer account setup, credit application coordination, collection efforts, lien release administration, legal collection tracking, collection forecasting, and reporting. Working closely with customers, internal departments, management, and legal counsel, the Collections Specialist resolves billing issues, maintains accurate account records, and supports efficient collection processes while fostering positive customer relationships.

Essential Responsibilities

Accounts Receivable & Collections

• Manage an assigned portfolio of customer accounts and monitor outstanding accounts receivable to support timely collections, healthy aging, and Company cash flow.
• Proactively collect outstanding invoices through phone, email, and written correspondence, negotiate payment arrangements, and follow up on delinquent accounts.
• Maintain customer accounts within established collection goals, escalate delinquent accounts in accordance with Company policies, and communicate collection risks or anticipated payment delays to management.
• Prepare and distribute monthly customer statements and resolve outstanding balances or discrepancies identified during the statement process.

Customer Account Administration

• Process new customer account requests, coordinate credit application and approval activities with the Credit Department, and establish customer accounts.
• Create, maintain, and update accurate customer account records within QuickBooks and other Company systems.

Customer Service & Account Resolution

• Serve as the primary point of contact for customer inquiries regarding invoices, payments, credits, account balances, and billing concerns.
• Investigate and resolve billing discrepancies by collaborating with customers and internal departments.
• Build and maintain positive customer relationships while promoting timely payment and delivering exceptional customer service.

Lien Release Administration

• Prepare, process, and issue Partial and Final Releases of Lien after payment requirements have been satisfied.
• Maintain accurate and organized lien documentation in accordance with Company requirements. Legal Collections Maintain records of accounts assigned to outside legal counsel, monitor the status of legal collection matters, and maintain related documentation.
• Coordinate with legal counsel to obtain case updates and provide management with status reports and recommendations regarding legal collection efforts.

Collection Forecasting & Reporting

• Prepare weekly collection forecasts, monitor Accounts Receivable Aging reports, and analyze collection trends to support cash flow planning.
• Prepare reports regarding delinquent accounts, collection activity, expected cash collections, legal matters, and high-risk customer accounts.
• Recommend strategies to improve collections, reduce outstanding receivables, and strengthen overall collection performance.

Documentation & Process Improvement

• Maintain complete and accurate documentation of customer accounts, collection activities, payment commitments, disputes, and customer communications in accordance with Company policies and reporting requirements.
• Identify opportunities to improve collection processes, reporting, and customer payment practices.
• Perform other duties as assigned.

Qualifications

• High school diploma or equivalent required; Associate's or Bachelor's degree in Accounting, Finance, Business Administration, or a related field preferred.
• 2-4 years of experience in accounts receivable, commercial collections, credit, or a related accounting role.
• Experience managing business-to-business (B2B) collections, reviewing customer credit applications and coordinating account setup processes, experience using QuickBooks or comparable accounting software, experience monitoring accounts receivable aging reports and preparing collection forecasts, experience processing lien releases or supporting construction-related accounting functions preferred.
• Experience coordinating with legal counsel on collection matters is a plus.
• Required Skills & Abilities
• Ability to interpret aging reports, prioritize collection efforts, and analyze collection trends.
• Strong verbal and written communication skills with the ability to communicate professionally at all levels.
• Exceptional organizational skills, strong analytical, problem-solving, and decision-making abilities, attention to detail, ability to manage multiple priorities, meet deadlines, and work effectively in a fast-paced environment.
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive financial information.
• Ability to work independently while collaborating effectively with cross-functional teams.Commitment to accuracy, accountability, and continuous process improvement.

Pay: $58,000.00 - $60,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid sick time
• Paid time off
• Vision insurance

Work Location: In person

Salary : $58,000 - $60,000