Accounts Receivable/Collections Specialist

Job Description

Job Description

Benefits:

• 401(k)
• Health insurance
• Paid time off

Overview

The Collections Specialist is responsible for managing the company’s accounts receivable portfolio, ensuring timely collection of outstanding balances, and maintaining accurate financial records. This role requires strong communication skills, attention to detail, and the ability to navigate complex payment scenarios involving homeowners, insurance carriers, and mortgage companies.

Key Responsibilities

1. Accounts Receivable Management

• Monitor aging reports and prioritize accounts for follow‑up
• Maintain accurate and up‑to‑date customer account records
• Apply payments, reconcile discrepancies, and resolve unapplied funds

2. Customer & Client Communication

• Contact customers regarding outstanding balances via phone, email, and written notices
• Provide clear explanations of invoices, insurance proceeds, and payment expectations
• Handle escalated or sensitive conversations with professionalism

3. Insurance & Mortgage Company Coordination

• Track insurance payments, depreciation releases, and supplemental approvals
• Communicate with mortgage companies to obtain endorsements and expedite check processing
• Ensure all required documentation is submitted for mortgage company release

4. Dispute Resolution

• Investigate and resolve billing disputes, missing documentation, or scope discrepancies
• Collaborate with project managers, estimators, and accounting to validate charges
• Document all interactions and outcomes in the company’s systems

5. Reporting & Documentation

• Maintain detailed notes on collection activities and customer interactions
• Prepare weekly AR status reports for management
• Identify trends, risks, and accounts requiring escalation

6. Compliance & Process Adherence

• Follow company policies, state regulations, and internal SOPs
• Ensure proper handling of insurance funds and lien‑related documentation
• Support lien filing processes when accounts become delinquent

Required Skills & Qualifications

• Strong communication and negotiation skills
• High attention to detail and accuracy
• Ability to manage multiple accounts and deadlines
• Proficiency with accounting or CRM systems (e.g., QuickBooks, DASH, Xactimate)
• Basic understanding of insurance claim workflows preferred

Preferred Experience

• 1–3 years in collections, AR, or customer billing
• Experience in construction, restoration, or insurance‑related industries
• Familiarity with mortgage company endorsement processes

Success Indicators

• Reduction in aging AR
• Timely follow‑up and documentation
• Strong cross‑department collaboration
• Professional handling of customer and carrier interactions

Physical and Work Environment Requirements

This is a largely sedentary role in an office environment. However, some filing is required. This would require the ability to lift files, open filing cabinets, and
bend or stand on a stool as necessary.

Normal Working Hours, Additional Working Hours and Travel Requirements

This is a full-time position working 8:00 a.m.–5:00 p.m., Monday through Friday.
This position may require longer hours, and some flexibility in hours may be
needed dependent upon the business needs.