Delinquency & Collection Coordinator

Job Description

Job Description

Position Summary:

The Delinquency & Collection Coordinator manages the delinquency and collection lifecycle for employer contributions across all Taft-Hartley multiemployer trust funds administered by WPAS. Serving as the central coordination point between fund offices, employers, union representatives, payroll auditors, fund counsel, and Boards of Trustees, this role ensures that each fund's delinquency and collection policy is applied consistently, that every collection action is documented and timely, and that trustees receive the reporting they need to satisfy their fiduciary duty under ERISA to make systematic, reasonable, and diligent efforts to collect delinquent contributions (per U.S. Department of Labor Field Assistance Bulletin 2008-01).

The Coordinator exercises independent judgment in tracking delinquencies from first identification through resolution, whether by employer payment, negotiated payment plan, referral to fund counsel or collections, or trustee-approved write-off in accordance with fund policy.

Key Responsibilities:

Delinquency Monitoring & Tracking

• Maintain a centralized, current inventory of delinquent employer accounts across all administered funds, including unpaid and underpaid contributions, unreported months, suspense items, interest, liquidated damages, and audit findings.
• Monitor incoming employer reports and payments against collective bargaining agreement (CBA) and participation agreement requirements to identify late, missing, or deficient contributions promptly.
• Calculate and assess interest and liquidated damages on delinquent amounts in accordance with each fund's trust agreement and collection policy, consistent with ERISA §502(g)(2) limits.
• Track delinquencies identified through payroll compliance audits and coordinate collection of audit-assessed amounts.

Employer Communications & Collection Actions

• Execute each fund's delinquency escalation timeline: reminder notices, formal demand letters, assessment notices, and final notices, in the sequence and timeframes the fund's collection policy prescribes.
• Maintain a complete, audit-ready record of all employer communications and collection actions (dates, methods, responses, and outcomes) for every delinquent account.
• Negotiate and monitor employer payment plans within the authority delegated by fund policy; flag defaults immediately for escalation.
• Prepare and transmit referral packages to fund legal counsel or collection agencies in accordance with fund policy, including CBAs, remittance history, demand correspondence, and damage calculations to support actions under ERISA §515 and §502(g)(2).
• Respond to employer questions and disputes regarding assessments with professionalism, escalating contested liability issues to the fund office, Account Executive, or counsel as appropriate.

Trustee, Legal & Compliance Reporting

• Produce recurring delinquency status reports for Boards of Trustees, delinquency committees, Account Executives, and fund counsel, covering aging, actions taken, amounts recovered, accounts in legal status, and recommended next steps.
• Provide documentation supporting trustee decisions on write-offs, settlements, litigation authorization, and policy exceptions.
• Supply delinquency data and collection-effort documentation for annual plan audits, Form 5500 reporting (Schedule H/G items), and Department of Labor inquiries.
• Support trustees' fiduciary compliance by ensuring collection activity across all funds demonstrates the systematic, reasonable, and diligent effort standard, and by identifying stalled accounts that could raise prohibited transaction concerns under ERISA §406 if left unaddressed.

Policy Administration & Coordination

• Maintain a working library of each fund's delinquency and collection policy; apply the correct fund-specific rules (grace periods, interest rates, liquidated damage percentages, referral triggers) to every account.
• Recommend collection policy updates or the adoption of written collection procedures to Account Executives and trustees where gaps or inconsistencies are identified, reflecting industry best practices.
• Coordinate with Data Control, payroll auditors, union representatives, fund counsel, and fund offices to keep employer records accurate and collection efforts aligned.
• Keep abreast of ERISA, LMRA, and other legal developments affecting employer contribution obligations and collection remedies, and of changes to CBAs affecting reporting requirements.
• Keep trust-specific procedure documentation current and perform other duties as assigned.

Qualifications:

Required

• Three to five (3–5) years of experience in employer contribution accounting, collections, payroll compliance auditing, or benefits administration, preferably within a Taft-Hartley multiemployer or third-party administration (TPA) environment.
• Working knowledge of ERISA employer contribution and delinquency provisions (§515, §502(g)(2)) and the role of CBAs, participation agreements, and trust agreements in establishing contribution obligations.
• Associate degree in accounting, business, or related field; equivalent additional experience may be substituted.
• Excellent written communication skills, including composition of formal demand correspondence and trustee-level reporting.
• Strong organizational skills with demonstrated ability to manage high account volumes, competing deadlines, and fund-specific rule sets with accuracy.
• Intermediate proficiency in Microsoft Office, particularly Excel; ability to learn contribution accounting and recordkeeping systems.

Preferred

• Direct experience administering or supporting a delinquency and collection program for one or more multiemployer trust funds.
• Experience preparing materials for Boards of Trustees, fund counsel, or payroll audit programs.
• Familiarity with DOL guidance on the fiduciary duty to collect delinquent contributions (e.g., Field Assistance Bulletin 2008-01) and with liquidated damages and interest assessment practices.

Core Competencies

• Judgment & Escalation:Knows when to act within delegated authority and when to escalate to fund offices, Account Executives, trustees, or counsel.
• Attention to Detail:Precise in damage calculations, aging schedules, and documentation that may become litigation evidence.
• Professional Communication:Firm but professional with delinquent employers; clear and concise with trustees and counsel.
• Confidentiality & Integrity:Handles sensitive employer financial information and legal matters with discretion.
• Composure:Maintains a positive, solution-oriented approach in demanding or contentious collection situations.