Collections Assistant

Job Description

Job Description

Job Title: Collections Assistant
Department: Welcome Center
Reports To: Office Supervisor

 
Position Summary
The Collections Assistant provides administrative and clerical support for the Association's collections process. This position assists with maintaining accurate property owner records, preparing collection correspondence, processing payments and account updates, researching property information, and supporting collection activities. The Collections Assistant serves as a primary point of contact for property owners regarding account inquiries and works closely with the Collections Specialist, Accounting Department, and other staff to ensure accurate and timely account management.
 
Essential Duties and Responsibilities

 
Collections Support
·        Assist with the preparation, processing, and mailing of collection notices, statements, and final demand letters.
·        Monitor delinquent accounts and maintain supporting documentation for collection activities.
·        Process account updates related to payments, payment plans, ownership changes, and collection status.
·        Assist property owners with account inquiries via phone, email, and in-person communication.
·        Document collection conversations and maintain accurate records of all account activity.
·        Process and distribute account statements for delinquent accounts as directed.
 
Property and Ownership Records
·        Maintain and update property owner records within the Association database.
·        Assist with deed research and verification of ownership information.
·        Support property transfer processing and ensure required documentation is complete.
·        Assist with maintaining deed transfer checklists and related ownership documentation.
·        Research and compile information related to property ownership, lot sales, and takebacks.
 
Administrative Support
·        Prepare reports, spreadsheets, and correspondence related to collections and account management.
·        Scan, file, and maintain physical and electronic records in accordance with Association procedures.
·        Assist in tracking payment plans and follow-up activities.
·        Coordinate documentation between the Collections Department, Accounting Department, and legal counsel as needed.
·        Support data collection and reporting for monthly administrative and operational reports.
 
Customer Service
·        Respond professionally to inquiries from property owners regarding account balances, payment options, Association policies, and collection procedures.
·        Provide information regarding payment plans and account resolution options.
·        Maintain courteous and professional interactions while handling sensitive financial matters.
 
Additional Duties
·        Provide administrative assistance for Association elections, meetings, and community events.
·        Assist with special projects and departmental initiatives.
·        Provide backup support for administrative and accounting functions when needed.
·        Perform other duties as assigned by management.
 
Knowledge, Skills, and Abilities
·        Strong organizational and recordkeeping skills.
·        Excellent customer service and communication abilities.
·        Ability to maintain confidentiality and professionalism when handling financial information.
·        Strong attention to detail and accuracy.
·        Proficiency in Microsoft Office applications, including Word, Excel, Outlook, and database systems.
·        Ability to prioritize tasks and manage multiple responsibilities simultaneously.
·        Ability to work independently and as part of a team.

 
Minimum Qualifications
·        High school diploma or GED required.
·        One to three years of administrative, customer service, collections, accounting, or related office experience preferred.
·        Experience working with databases, records management, or property owner information is preferred.
·        Basic understanding of collections procedures and financial recordkeeping is beneficial.