Collections Specialist

Description

Tom Barrow Company is a premier manufacturer's representative in the HVAC industry, offering a wide range of commercial and industrial HVAC products across the Southeast. Known for our strong client relationships and technical expertise, we serve engineers, contractors, and building owners with reliable, high-performance solutions.

As part of the Impact Climate Technologies (ICT) family of companies, we are backed by a leading HVAC solutions platform serving customers across North America through 36 locations. Together, we support mission-critical environments-from data centers and healthcare to complex commercial facilities.

Our work is guided by ICT's RECIPE values-Respect & Collaboration, Excellence Always, Customer Commitment, Integrity First, People-Centered leadership, and Expertise & Innovation. These principles shape how we work with our customers, support our teams, and partner with one another every day.

We take a forward-thinking approach, delivering scalable, energy-efficient, and reliable solutions while building long-term partnerships through exceptional service, technical expertise, and support.

The Collections Specialist is responsible for managing the collection of outstanding commercial accounts receivable while maintaining strong relationships with customers. This role partners closely with customers, project managers, sales teams, and internal accounting staff to ensure timely payment of invoices, resolve billing issues, and minimize aging receivables. The ideal candidate has experience with business-to-business (B2B) collections, preferably within the commercial construction, HVAC, or building products industry, and understands the unique payment processes associated with construction projects.

Key Responsibilities

• Manage a portfolio of commercial customer accounts and proactively collect outstanding balances.
• Contact customers via phone and email regarding past-due invoices while maintaining a professional and customer-focused approach.
• Research and resolve payment discrepancies, billing disputes, and unapplied cash.
• Work closely with sales, project managers, and accounting to resolve issues that may delay payment.
• Review aging reports regularly and prioritize collection efforts based on risk and account status.
• Maintain detailed documentation of collection activities, customer communications, and payment commitments.
• Monitor customer payment trends and escalate high-risk accounts when appropriate.
• Prepare and distribute account statements, collection notices, and other customer correspondence.
• Assist with credit reviews and recommendations for customer credit limits when requested.
• Support month-end closing activities by ensuring accounts receivable records are accurate and up to date.
• Ensure compliance with company policies and applicable state and federal regulations.
• Perform other duties as assigned.

Qualifications

• 3+ years of commercial B2B collections experience, preferably in the construction, mechanical, contracting, distribution, HVAC, or building products industry.
• Experience managing large portfolios of commercial accounts and communicating with contractors, subcontractors, project managers, and AP departments.
• Familiarity with credit and collections software, ERP systems, and Excel-based reporting.
• Direct experience with construction lien laws preferred.
• Knowledge of Notices to Owners (NTOs), Lien waivers and releases, and preserving lien rights.