Collections Specialist

Job Description

Job Description

Title: Collections Specialist

Employment Type: Permanent

Compensation Range: $75,000 to $80,000

Location: Brea, CA

Work Schedule: Onsite

Industry: HVAC services / mechanical services

Company Overview

This national HVAC services platform operates through a network of high-performing companies, providing strategy, support, systems, and solutions that strengthen operations and support long-term value creation across partner businesses and employees.

Position Summary

The Collections Specialist is a proactive and detail-oriented accounts receivable professional responsible for managing a dedicated portfolio of customer accounts to drive timely payment, minimize outstanding balances, and maintain accurate documentation.

This role requires a high degree of autonomy, daily workflow ownership, and strong prioritization skills to meet deadlines and key performance indicators. The Collections Specialist serves as a primary point of contact for customer inquiries and disputes while working collaboratively to resolve issues and maintain strong client relationships.

Key Responsibilities

• Monitor assigned customer accounts for open balances and aging status
• Initiate and document collections outreach by phone and email while following a defined cadence for follow-up
• Escalate accounts approaching or exceeding aging thresholds to senior staff and local leadership
• Ensure accounts do not reach or remain within standard aging buckets without proper documentation and approval
• Initiate and track lien filing processes through lien software to protect organizational rights
• Prepare and issue conditional and unconditional lien waivers with a high degree of accuracy
• Maintain proper records of waivers, releases, and lien filings for audit readiness
• Serve as the direct contact for customer inquiries and follow up on tickets to ensure timely resolution
• Coordinate with billing and service departments to resolve disputed invoices or misapplied payments
• Participate in weekly and monthly meetings with local and central teams to review portfolio aging trends and high-risk accounts
• Liaise with the legal team on enforcement and escalation of collections cases
• Ensure customer interactions and follow-ups are thoroughly documented in Microsoft Dynamics 365 CRM
• Provide daily status updates and share exceptions with the working capital team
• Assist with month-end close by ensuring lien statuses and waiver issuance are current
• Maintain local records in alignment with SOX requirements
• Perform other duties and responsibilities as assigned
• Conduct work in an ethical, legal, and responsible manner at all times
• Adhere to organizational policies, employee handbook standards, and code of conduct expectations

Required Qualifications

• Associate degree and/or 3+ years of collections experience
• Familiarity with ticketing or case management systems
• Proficiency with Microsoft Office, including Excel
• Demonstrated ability to work autonomously and manage a high volume of work
• Strong verbal and written communication skills
• Strong interpersonal skills with the ability to build relationships across organizational levels
• Strong attention to detail, accuracy, and documentation quality
• Ability to work in a fast-paced environment
• Ability to manage multiple priorities and deadlines at any given time
• Ability to solve practical problems where information may be limited or variables may not be fully standardized
• Professionalism, empathy, integrity, positive intent, and sound judgment in all interactions

Preferred Qualifications

• Experience with ERP systems, particularly Finance & Operations platforms
• Microsoft Dynamics 365 CRM or D365 Finance & Operations experience
• Advanced Excel skills, including Pivot Tables and Macros
• Collections experience within HVAC, construction, mechanical services, or project-based services
• Experience with lien software, lien filings, lien waivers, releases, and collections escalations
• Familiarity with SOX-aligned documentation, internal controls, or audit-ready records