Collections Coordinator Job Description

Billing Attorneys need accounts receivable tracked against firm targets, and clients need accurate invoices with fast answers to billing questions. The Cash Team needs unapplied payments cleared. The Collections Coordinator sits inside the accounts receivable function of a law firm or professional services practice, working prebill corrections, electronic billing rejections, and aged invoice write-offs into one steady collection cycle that keeps each of those groups moving. Receivables only count once they clear that cycle, so accuracy at first contact with attorneys and clients decides how much of the portfolio is realized.

Collections Coordinators in legal services are accountable for turning outstanding client invoices into realized cash, closing the gap between billed work and collected revenue before it ages into a write-off. Working alongside Billing Attorneys and the firm's Cash Team, the coordinator manages a portfolio of client accounts and reports progress to Finance or billing management.

Career Impact: Working the collections cycle in a law firm builds recognized billing expertise valued across legal and professional services accounting teams.

Business Impact: Every prebill correction and write-off resolved here moves the firm's receivables closer to being fully realized, protecting the cash flow partners depend on.

Growth Opportunity: Coordinators who master the firm's billing systems and attorney relationships typically advance into billing supervisor or accounts receivable manager roles.

• Review and process prebills across assigned attorney portfolios, correcting draft invoices before final transmittal to clients.
• Resolve electronic billing rejections and resubmit corrected charges so client accounts stay current with firm billing standards.
• Reconcile accounts receivable, cash receipts, and unapplied payments to close out aged balances before month-end.
• Coordinate with Billing Attorneys and office staff to resolve outstanding invoices and client payment disputes.
• Contact delinquent clients directly to negotiate alternative payment plans and document each collection outcome.
• Prepare aging and delinquency reports that track portfolio status and cash targets for firm management.
• Maintain client billing profiles and special time reporting instructions across multiple firm offices.
• Escalate unresolved billing discrepancies and write-off requests to controllers or attorneys for final approval.

• Bachelor's degree in accounting, finance, business administration, or a related field, or equivalent work experience.
• 1 or more years of collections or billing experience, ideally within a law firm or professional services environment.
• Proficiency with Microsoft Office, particularly Excel, for account reconciliations, reporting, and tracking of aging receivables.
• Working knowledge of legal billing and accounts receivable software systems used to process invoices and payments.
• Strong written and verbal communication skills for resolving billing questions with clients and attorneys.
• Strong organizational skills with the ability to prioritize and manage a multi-client collections portfolio.
• General understanding of the billing and collection cycle within a law firm or professional services setting.
• Ability to manage sensitive client and financial information with discretion and professionalism.

• Strong attention to detail when closely reviewing prebills and invoices, resolving disputes, and tracking aged account balances.
• Analytical and research skills for identifying billing discrepancies and recommending appropriate account write-off decisions.
• Ability to work independently under limited supervision while managing several competing client account deadlines.
• Customer service orientation that keeps client and attorney relationships professional even through difficult payment disputes.

• Days sales outstanding, reflecting how quickly this coordinator converts billed work into collected cash.
• Percentage of receivables realized against total billed value, tracking write-off exposure.
• Aging bucket movement, measuring how many overdue invoices move from 60 plus to current status.
• Monthly collections against target, showing how consistently assigned accounts hit firm cash goals.
• Count of resolved billing discrepancies per month, reflecting accuracy of prebill and invoice review.
• Typical tools: office productivity software (commonly Excel, Word, and Outlook).

• Base Salary Range: $45,000 to $58,000 per year, depending on firm size and location
• Bonus: Discretionary annual bonus of 3 to 8 percent of base salary
• Equity: Not typically offered for this individual contributor role
• Health Benefits: Medical, dental, and vision coverage, often with employer premium contributions
• PTO: 15 to 20 days of paid time off, plus standard firm holidays
• Common Perks: Hybrid or remote work options, tuition assistance, and professional development support

Figures are estimates based on general US market benchmarks and may be outdated. Adjust based on location, company size, and seniority level.

All offers of employment are contingent on successful completion of a background check. Employment decisions are made without regard to race, color, religion, sex, national origin, age, disability, or any other characteristic protected under federal, state, and local law. Reasonable accommodation is available to applicants and employees with disabilities upon request. Candidates must be authorized to work in the United States without current or future sponsorship.

The Collections Coordinator delivers accurate resolution of rental charge disputes and Do Not Rent balances across a vehicle rental account portfolio, verifying credit card charges and reservation records to keep customer accounts current. Reporting to the rental station or a collections supervisor, the coordinator partners with risk management on stolen vehicle cases to protect the company from fraud losses.

Key Responsibilities

• Review reservations, rentals, and credit card authorizations to determine validity and discrepancies in rental charges.
• Make and take daily inbound and outbound customer calls to resolve balances owed, escalating disputes to the rental station or a supervisor.
• Activate and deactivate Do Not Rent requests.
• Request letters and police reports for stolen vehicle or identity theft cases.
• Coordinate with risk managers and rental stations regarding stolen vehicle warrants.
• Process emails from customers, customer service, and other departments daily.
• Perform skip traces using online and directory resources to locate valid customer contact information.
• Verify balances owed across reservation, billing, and payment systems.
• Research accounts to confirm billing accuracy.
• Process payments and credit card resolution items to clear Do Not Rent balances.
• Monitor progress against daily and monthly collection goals.
• Secure customer credit card information across all systems and processes.
• Submit forms for credit card payments and small balance write-offs.
• Prepare and submit write-offs for negotiated account balances when needed.

Required Qualifications

• High school diploma or GED required, with an Associate's degree preferred.
• 1 or more years of collections or customer service experience using a computer daily.
• Working knowledge of Excel at an intermediate level.
• Familiarity with PeopleSoft is preferred.
• Ability to work independently and as part of a team.
• Strong telephone manner with excellent communication skills.
• Strong customer service skills.
• Strong organizational and problem-solving skills, with the ability to set priorities to meet deadlines and goals.
• Detail-oriented, with the ability to set priorities.
• Ability to work a Monday through Friday schedule, apart from religious observances.
• Reliable high-speed internet connection and dedicated workspace for remote positions.

Embedded within the firm's finance and billing department, the Collections Coordinator owns a portfolio of attorney accounts, driving receivables toward full realization while resolving electronic billing rejections before they age into write-offs. Working closely with billing attorneys, partners, and the firm's cash team, the coordinator resolves unapplied payments and reports cash forecasts that keep year-end targets on track.

Core Functions

• Coordinate with a group of assigned lawyers and clients to expedite collection of accounts receivable balances.
• Ensure receivables are realized as close to 100 percent as possible in accordance with firm policy.
• Communicate routinely with finance management, partners, and billing to understand issues causing payment delays.
• Resolve billing issues, particularly electronic billing submissions and rejections.
• Identify and prioritize accounts for follow-up and monitoring using firm standard software.
• Partner with the cash team and billing team to resolve unapplied and suspense cash items.
• Identify correct payment posting when remittance advice is missing or unclear.
• Assist with preparation of monthly reports on top inventory items.
• Respond to inquiries from clients, lawyers, and secretaries regarding receivables levels and cash receipts.
• Report on firm database issues using firm standard reporting tools.
• Coordinate write-offs of aged or otherwise uncollectible invoices.
• Support year-end cash targets and forecasts by communicating with billing, billing lawyers, and financial managers.

Qualifications & Experience

• Minimum Associate's degree in business, accounting, or finance required, with a higher degree preferred.
• 2 or more years of experience with professional services time and billing software, such as Elite Enterprise or Aderant Billing Expert.
• 2 or more years of experience with professional services inventory management software.
• 2 or more years of experience in a professional services collections role within a finance department.
• Demonstrated proficiency with Excel spreadsheets.
• Preference for Elite 3E experience.
• Excellent verbal, written, negotiation, and interpersonal skills.
• Exemplary customer service with a focus on continuous process improvement.
• Assertive, proactive, courteous, and professional demeanor.
• Responds promptly to requests for assistance.
• Ability to prioritize and handle multiple tasks while remaining flexible.
• Keen eye for detail, able to readily identify issues that could impede a process.
• Demonstrated initiative, analytical thinking, and critical thinking, with a consistent focus on process improvement.
• Accurate, timely, and thorough completion of assigned projects, collaborating across a multi-office, diverse environment.

Reporting to billing management, the Collections Coordinator prepares and finalizes attorney invoices across firm billing policies, resolving technical issues before they delay client payment. Partnering with billing and accounting staff, the coordinator works independently to keep complex invoice narratives accurate and firm receivables moving smoothly.

Primary Duties

• Prepare invoices according to firm billing policies, guidelines, and standard processes.
• Prepare draft invoices and revise narratives to meet firm standards.
• Execute time and cost transfers and other value adjustments on client accounts.
• Finalize invoices and ensure delivery for payment by email, post, or e-billing.
• Identify and resolve technical billing issues, escalating to management when needed.
• Maintain and update client billing information, instructions, and requirements.
• Evaluate complex billing situations using multiple sources of information and sound analytical judgment.
• Work independently with limited supervision to complete assigned tasks and meet objectives.
• Exchange ideas and information clearly, concisely, and logically across a diverse audience.
• Exercise tact and diplomacy when handling sensitive billing issues.

Skills & Qualifications

• Bachelor's degree in business administration, commerce, finance, liberal arts, or a related field.
• Some experience in or interest in a billing role.
• General understanding of accounting or finance principles and law firm accounting structures.
• Knowledge and experience with financial systems.
• SAP experience preferred but not required.
• Good working knowledge of MS Office applications, including Excel, Word, and Outlook.
• Keen attention to detail with effective organizational skills.
• Excellent English communication skills, both verbal and written.
• Confidence to escalate issues and ask questions when standard processes require deviation.
• Ability to prioritize and handle multiple tasks to meet deadlines.
• Ability to perform at a high level in a fast-changing work environment, adapting to new priorities.
• Strong problem-solving and analytical skills.
• Ability to anticipate work needs and follow through with minimal direction.
• Flexibility to work a reasonable shifting schedule.

Sitting at the intersection of billing accuracy and customer retention, the Collections Coordinator resolves exception-flagged accounts and disputed charges before they become bad debt. Operating across inbound calls, PCI-compliant phone payments, and internal billing inquiries, the coordinator keeps residential and business accounts current while flagging fraud risk to the sales team responsible for service eligibility.

Duties

• Contact customers through inbound and outbound calls to collect debt throughout the account lifecycle.
• Provide account information to the sales team on accounts flagged as fraud or non-serviceable to determine sale or service eligibility.
• Respond to internal and customer inquiries regarding billing and collections processes, including install fees, late fees, credits, and equipment charges.
• Review, research, and resolve customer accounts flagged as outliers on exception reporting, adjusting accounts to ensure accurate billing.
• Process and document credit card and check payments by phone, ensuring compliance with PCI standards.
• Perform administrative tasks related to the collection of outstanding dues, ensuring complete and accurate documentation.
• Inform other departments of issues beyond the position's scope to ensure complete customer resolution.

Requirements

• High school diploma or equivalent required.
• Knowledge of billing system collections modules or order processing preferred.
• Proficiency with Microsoft Office applications, including Word and Excel.
• Strong problem-solving, conflict resolution, and analytical skills.
• Strong organizational skills with the ability to handle multiple tasks simultaneously.
• Ability to work flexible hours, including evenings, weekends, and holidays as required.

A key member of the accounts receivable team, the Collections Coordinator negotiates payment plans and clears support holds to keep attrition and AR balances within monthly targets. Collaborating across department management and online banking review, the coordinator investigates insufficient funds payments and reconciles accounts before they reach doubtful status.

Functions 

• Resolve collection issues escalated from customer care, negotiating payment plans when required.
• Manage customers placed on support hold status.
• Report weekly and monthly attrition and accounts receivable balances to department management.
• Coordinate accounts receivable meetings across departments, preparing documentation and following up on agreed tasks.
• Prepare the quarterly allowance for doubtful accounts provision and related reporting.
• Prepare detailed account statements for customers upon request.
• Investigate insufficient funds payments identified through online banking, including bank and customer calls.
• Collect overdue accounts more than 30 days past due, updating client files with call results.
• Approve and apply credits to customer accounts.

Experience & Qualifications

• Previous business-to-business collections experience of at least 3 years.
• Completion of intermediate-level accounting courses, with functional and technical knowledge of accounting principles and procedures.
• Strong skills and experience with Microsoft Excel.
• Experience with Great Plains accounting software is an asset.
• Excellent communication skills with refined negotiation ability.
• Strong customer focus, remaining patient and composed under pressure.
• Ability to work under tight deadlines and meet performance targets.
• Solid administrative and organizational skills, adjusting to changing priorities and ad hoc issues.
• Excellent analytical and problem-solving skills.

Reduced days sales outstanding across the firm's attorney portfolios depends on the Collections Coordinator, who reconciles billing and cash receipts while resolving client disputes before they age. Serving as a steady point of contact for clients and firm personnel, the coordinator maintains confidential records and delivers timely reporting that keeps management informed of portfolio health.

Accountabilities 

• Process executive billings in a timely manner.
• Reconcile client disputes related to outstanding balances.
• Reconcile billing, work in process, and accounts receivable records.
• Post cash receipts accurately and efficiently.
• Manage an accounts receivable portfolio to reduce days sales outstanding.
• Prepare delinquency notices in a timely manner.
• Assist clients with account inquiries.
• Maintain the integrity of client records and confidential information.
• Assist with weekly and monthly reporting as needed.
• Communicate and follow up with team members and firm personnel regarding client accounts.

Technical Qualifications

• Associate's degree in accounting, finance, or business administration preferred.
• 2 or more years of combined billing, collection, and administrative experience.
• Clear understanding of the collection process.
• High degree of efficiency with the Microsoft Office Suite.
• Working knowledge of Microsoft Excel formulas and functions.
• ProSystem fx Practice Management software experience preferred.
• Excellent analytical and research skills.
• Strong organizational skills with exceptional attention to detail and follow-through.
• Ability to build rapport with the team.
• Eye for detail with excellent verbal and written communication skills.
• Ability to adapt and prioritize duties in response to daily demands.

As the Collections Coordinator, this role collects current and past-due accounts while reviewing credit applications and setting limits to reduce overall accounts receivable exposure. The sales and management team relies on this work to flag credit risk early and keep customer relationships intact even when payment issues arise.

Activities 

• Collect current and past-due accounts to reduce overall accounts receivable while maintaining professionalism with all customers.
• Review and monitor customer credit applications, setting appropriate credit limits.
• Authorize credit overrides.
• Conduct collection calls and follow up on past-due invoices.
• Monitor and identify accounts posing credit risk.
• Develop working relationships with internal and external customers.
• Work with customers to remove barriers to payment.
• Cover the work of other team members during absences and support special projects.
• Partner with the sales team to resolve credit issues.
• Keep the supervisor and management team informed of serious credit and collections problems.
• Create and prepare monthly reports for management.

Position Requirements

• High school diploma or GED required, with a Bachelor's degree preferred.
• Strong skill set in Microsoft Office, especially Excel, required.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities in a fast-changing environment.
• Ability to work well with others in a dynamic environment.
• Respectful and approachable, building strong working relationships across the team.

Collections Coordinator delivers accurate maintenance contract billing across assigned branch locations, correcting incorrect invoices and applying monthly price increases before they reach the customer. The work directly supports accounts receivable by keeping contract billing balanced each month, ensuring tax codes and customer numbers are assigned correctly across every branch location.

Operational Focus

• Review new maintenance contracts to ensure branch billing information corresponds with customer contracts and signatures.
• Set up new maintenance contracts, processing customer numbers and appropriate tax codes.
• Generate manual customer maintenance invoices for assigned locations, including work completed to date calculations.
• Balance monthly billing, ensuring credits and debits post accurately to customer accounts.
• Generate a monthly report detailing contract activity for each assigned location.
• Coordinate with accounts receivable on all money applied to invoices.
• Investigate and revise incorrect bills, reviewing accounts to determine if credit is needed.
• Process monthly price increases or coordinate with branches on excluded customers.
• Handle multiple responsibilities in a demanding environment, prioritizing and executing tasks.

Knowledge, Skills & Abilities

• High school diploma or GED, or equivalent combination of education and experience.
• 1 or more years of billing experience.
• Oracle database knowledge is a plus.
• Solid understanding of Microsoft Office, including Word and Excel.
• Able to work well in a team environment.
• Good multitasking and communication skills.

The Collections Coordinator oversees payment pattern analysis and negotiates arrangements for route accounts moving beyond term, protecting delivery relationships while limiting bad debt exposure. Reporting to the collections or credit manager, the coordinator partners with route supervisors, sales managers, and trade development managers to decide when COD status or a third-party agency is needed.

Key Deliverables

• Analyze and review customer payment patterns.
• Contact customers paying beyond terms to negotiate payment arrangements.
• Coordinate with route supervisors, sales managers, zone managers, and trade development managers on customer visits.
• Recommend and authorize placing customers on COD status or stopping delivery.
• Negotiate and monitor payment plans once a customer moves beyond the 60-day aging category.
• Monitor and review accounts for missed tickets.
• Request proof of delivery copies from the accounts receivable support team.
• Identify accounts best suited for handling by a third-party collection firm.
• Prepare documentation required by the collection agency.

Professional Experience

• Bachelor's degree preferred.
• 3 or more years of experience in a similar collections role.
• Knowledge of billing procedures and collection techniques.
• Familiarity with laws related to debt collection.
• Working knowledge of Microsoft Office and internal databases.
• Comfortable working toward collection targets.
• Patience and the ability to manage stress.
• Excellent written and oral communication skills.
• Strong problem-solving skills.

Embedded within the firm's billing department, the Collections Coordinator refines daily, monthly, and quarterly prebills and final invoices across assigned attorney portfolios before they reach clients. Working closely with assigned attorneys and firm management, the coordinator resolves rate discrepancies and reminder statement follow-up so billing, collections, and client inquiries all stay firmly on schedule.

Areas of Ownership

• Review, edit, and process prebills, preparing final invoices for client transmittal.
• Review and monitor billing rates and pricing.
• Review and update daily, monthly, and quarterly reports, performing reconciliations and adjustments.
• Process reminder statements and assist with collections, responding to client inquiries.
• Maintain bill profiles reflecting client billing requirements and firm filing systems.
• Maintain and share information on special client time reporting and billing requirements.
• Assist assigned attorneys with billing and collection matters.

Background & Experience

• High school diploma required, with a college degree including accounting or finance coursework preferred.
• 2 or more years of billing experience, preferably in a law firm or large professional services organization.
• Aderant or comparable accounting software experience, along with MS Office and 10-key calculator proficiency.
• Competent keyboard skills.
• Proficient in Microsoft Office Outlook and Word, with working knowledge of Excel.
• Resolves problems promptly, gathering and analyzing information skillfully.
• Provides excellent customer service, planning and prioritizing work effectively.
• Detail-oriented with strong organizational skills, adapting well to change.

Reporting to the appeals supervisor, the Collections Coordinator processes insurance denials through phone disputes, written appeals, and corrected claims for patient accounts. Partnering with payers and patients directly, the coordinator interprets clinical documentation to compose appeals that recover revenue the practice would otherwise write off.

Role Responsibilities

• Process insurance denials received by phone dispute, written appeal, or corrected claim.
• Review payer rules to determine the reason for each denial.
• Compose correspondence to payers regarding payment disputes and appeals.
• Interpret progress notes, operative reports, discharge summaries, and charge documents to determine services provided.
• Verify patient demographics and coordination of benefits on denied claims, refiling as needed.
• Refer complex issues to the supervisor for review or action.
• Provide quality service to patients throughout the appeals process.

Minimum Qualifications

• High school diploma or equivalent required.
• 2 to 4 years of prior insurance experience preferred.
• Basic understanding of healthcare plans and medical benefits.
• Working knowledge of medical terminology, including CPT and ICD-10 codes.
• MS Office experience, particularly Word and Excel.
• Excellent written and verbal communication skills.
• Excellent customer service skills.
• Ability to multitask in a fast-changing environment.

Sitting at the intersection of e-billing technology and law firm billing compliance, the Collections Coordinator edits proformas and finalizes invoices across multiple offices before they reach outside counsel review. Operating across Elite Enterprise and eBillingHub platforms, the coordinator resolves vendor guideline mismatches and outside counsel formatting rules so invoices reach clients without rejection or delay.

Job Functions

• Edit proformas before finalization.
• Finalize and prepare invoices for mailing or e-billing, ensuring proper submission.
• Prepare supporting documentation for invoices.
• Perform data entry related to billing records.
• Respond to questions related to the client billing system.
• Ensure firm billing guidelines are followed.
• Maintain efficient communication with lawyers and staff across all offices with billing responsibility.

Required Qualifications

• Electronic billing experience in a law firm environment preferred.
• Experience with e-billing platforms such as Elite Enterprise or eBillingHub preferred.
• Working knowledge of e-billing vendor platforms and outside counsel billing guidelines.
• Advanced skills in Excel, Word, and Outlook, with the ability to present complex data clearly.
• Excellent written and verbal communication skills, with an aptitude for working with numbers.
• Well-organized, able to multitask and perform professionally under tight deadlines.
• Detail-oriented with a positive approach to customer service.

A key member of the collections team, the Collections Coordinator monitors aging accounts and investigates historical debt data to decide the next best action. Collaborating across billing and customer service, the coordinator resolves credit issues and processes payments and refunds that keep account statuses current.

Day-to-Day Responsibilities

• Monitor aging accounts to identify outstanding debts.
• Investigate historical data for each debt or bill.
• Contact clients to inquire about overdue payments.
• Take action to encourage timely debt payment.
• Process payments and refunds.
• Resolve billing and customer credit issues.
• Update account statuses to reflect collection efforts.

Qualifications & Experience

• High school diploma required, with an Associate's or Bachelor's degree a plus.
• 1 or more years of proven collections experience.
• Knowledge of billing procedures.
• Experience with Microsoft Office and an ERP system.
• Excellent written and oral communication skills.

Maintaining customer accounts within their approved terms and limits depends on the Collections Coordinator, who answers accounts receivable inquiries and follows up on every delinquent balance. Based within the accounts receivable and accounts payable group, the coordinator reconciles checks, processes chargebacks, and advises management on credit limit changes across the customer portfolio.

Scope of Work

• Answer accounts receivable phone inquiries and follow up accordingly.
• Submit account statements to customers and perform collections duties to keep accounts within terms.
• Obtain and mail invoice copies to customers as requested.
• Locate customers with delinquent accounts and determine reasons for overdue payment through direct phone contact.
• Send correspondence to update accounts and encourage payment of delinquent balances.
• Record information about customer financial status and collection efforts.
• Verify payment amounts received against customer accounts.
• Research and process customer claims of invoice payment.
• Separate accounts receivable checks for distribution and lockbox submission.
• Assist with account reconciliation, preparing adjustments, refund requests, and bad debt write-offs.
• Coordinate with operational division management to resolve billing and payment disputes.
• Research and process chargebacks, returns, and bad checks.
• Process credit applications for prospective customers, verifying financial status and bank and commercial references.
• Review aging reports and advise management on credit limit or term modifications.

Skills & Qualifications

• High school diploma or equivalent.
• At least 2 years of experience in an administrative position with accounts receivable or collections experience.
• Intermediate computer skills in MS Excel and Word.
• Strong organization and time management skills.
• Well-developed interpersonal skills, with an assertive yet cordial disposition.
• Ability to communicate effectively in a business environment.
• Ability to prioritize and remain detail-oriented.
• Ability to work with limited supervision, multitask, and show strong initiative.
• Ability to establish and maintain effective working relationships with vendors, customers, and fellow employees.
• Ability to work extended hours, including holidays and weekends, as needed.
• Bilingual communication skills in English and Spanish, both reading and writing.

As the Collections Coordinator, this role coordinates a full complement of attorney portfolios, analyzing and targeting accounts receivable items for follow-up before they age. The billing attorneys rely on this work to keep collection efforts moving and to know when an alternative payment plan is the better path forward.

Work Activities

• Coordinate the workload across a full complement of attorney portfolios.
• Analyze and target accounts receivable items for follow-up with attorneys and clients.
• Build a trusting, collaborative relationship with billing attorneys and office staff around billing and collections.
• Maintain consistent, open communication with billing attorneys regarding accounts receivable status.
• Develop working relationships with client administrative, legal, and accounting personnel to coordinate the payment process.
• Contact delinquent accounts and request payment to bring balances current.
• Coordinate collection efforts through email, phone calls, and communication with accounts payable personnel.
• Establish alternative payment plans for clients unable to pay in full.
• Provide backup documentation requested by clients.
• Update and maintain the client accounts receivable file in the collections module.
• Train the billing and collections team on the collections module.
• Update billing attorneys on accounts receivable status and recommend possible actions.
• Monitor daily cash receipts for regular payments, negotiated payments, and unapplied funds.

Requirements

• Bachelor's degree in accounting, finance, or a similar field preferred, or equivalent work experience.
• 1 to 3 years of related collection or client service experience required.
• Experience in a professional services firm preferred.
• Knowledge of accounting principles and familiarity with GAAP.
• Proficiency with Excel, Microsoft Word, and the Windows environment.
• Ability to navigate the firm's billing and accounts receivable systems.
• Excellent written and verbal communication skills.
• Initiative and a service-oriented approach to clients and attorneys.
• Excellent time management, project management, and organizational skills.

Collections Coordinator oversees accounts receivable collection across a law firm or professional services client base, using industry-standard methods to seek payment and monitor progress toward resolution. The work directly supports lawyers and firm management by resolving billing discrepancies, posting entries in the Financial Management System, and reporting on monthly collections targets.

Operational Focus

• Collect accounts receivable using industry-standard methods and practices, communicating with clients to seek and monitor payment.
• Resolve billing and collection issues in a timely and effective manner, escalating to the lawyer or management as needed.
• Identify client accounts due at month-end or already past due.
• Print, review, and send monthly statements on overdue accounts.
• Handle inquiries for account information, facts, and monthly collections targets.
• Input accounts receivable data and post entries into the Financial Management System.
• Resolve invoice discrepancies with input and approval from the controller or lawyer.

Position Requirements

• Post-secondary education required, with a specialization in accounting considered an asset.
• 3 or more years of collections experience in a law firm or professional services firm.
• Working knowledge of financial management or accounting software, with 3E experience considered an asset.
• Proficiency with MS Office 365, including Word, Excel, Outlook, PowerPoint, and Teams, with a high level of Excel proficiency required.
• Strong communication skills, both verbal and written, including the ability to deal tactfully with clients, lawyers, and colleagues.
• Excellent time management, organizational, and prioritization skills.
• Ability to take initiative and work independently within tight timelines.
• Good judgment and the ability to exercise discretion with confidential and sensitive financial matters.
• Strong team player who collaborates on new ideas and shares best practices to increase team effectiveness.
• Excellent problem-solving skills, with the ability to work with little instruction or supervision.
• Eagerness to learn new technology and processes while continuing to develop skills.

The Collections Coordinator coordinates a portfolio of customer accounts to minimize bad debt write-offs and maximize cash flow for the organization. Reporting to the Collections Manager and Operations, the coordinator reduces days sales outstanding by negotiating payment strategies and reconciling accounts with the cash application team.

Activities

• Establish and maintain cooperative working relationships with customers in the assigned portfolio.
• Make collection calls, send emails, and send statements of account to customers.
• Escalate overdue accounts to the Collections Manager or Operations Management and assist in developing payment strategies.
• Address collection issues while facilitating customer refunds, account adjustments, and resolution of client discrepancies and short payments.
• Reduce days sales outstanding across the assigned account portfolio.
• Participate in monthly meetings with Operations and the Collections Manager to review overdue accounts and develop action items.
• Perform credit checks for new accounts and establish credit limits when required.
• Reconcile customer accounts by obtaining payment remittances and researching unapplied cash for the cash application team.
• Coordinate with Operations to process offsetting entries that clear credits against invoices.

Professional Experience

• Credit management course from an accredited institution, considered an asset.
• 5 or more years of business-to-business collections experience.
• Working knowledge of MS Office, including Excel functions such as subtotals and pivot tables.
• JD Edwards experience, considered an asset.
• Excellent verbal and written communication skills.
• Strong interpersonal skills as a team player and attentive listener.
• Good organizational skills and the ability to work independently.
• Good judgment and decision-making skills.
• Commitment to excellent customer service.

Embedded within the collections team, the Collections Coordinator guides the recovery of outstanding employer liabilities, using persistent phone and written contact along with skip tracing to locate parties whose whereabouts are unknown. Working closely with employers and their representatives, the coordinator explains policies and procedures, negotiates repayment options, and documents each case accurately to support prompt account payment.

What You'll Do

• Communicate with employers and other parties by phone and in writing to collect outstanding liabilities and discuss repayment options.
• Respond to inquiries on a variety of collection matters.
• Explain and enforce relevant policies and procedures, providing details of amounts owing.
• Receive payments from employers and code them for processing.
• Use research techniques and resources, including skip tracing, to locate individuals whose whereabouts are unknown.
• Manage a high-volume workload of outstanding accounts in an organized and efficient manner while working independently.
• Communicate in a persuasive, assertive, and empathetic manner, actively listening and questioning for pertinent information.
• Document information clearly and accurately.
• Locate, review, and use information on file to determine an appropriate course of action.
• Provide customer service in a timely and professional manner while responding to client needs to support prompt account payment.

Background & Experience

• Minimum of a Grade 12 education, with some post-secondary education preferred.
• 1 or more years of experience in collections and using an accounts receivable system.
• Working knowledge of collection procedures and practices.
• Ability to perform business math calculations.
• Proficiency in Microsoft Excel.
• Ability to type a minimum of 30 words per minute.

Reporting to the Finance team, the Collections Specialist executes collection activities across a diverse, high-volume portfolio of past-due accounts. Partnering with Support and Sales groups, the specialist resolves billing issues, reduces delinquent balances, and recommends account suspensions to protect the organization's cash position.

Performance Expectations

• Collect, manage, and resolve outstanding invoices on past-due accounts primarily through emails and phone calls.
• Review accounts daily using a weekly generated aging report to prioritize account management while maintaining accurate collection notes.
• Reduce delinquent dollars for assigned accounts.
• Collect customer payments in accordance with payment due dates.
• Respond to customer requests, providing backup documentation as needed to facilitate payments.
• Research account short payments, disputes, and other discrepancies as needed.
• Manage a high volume of outgoing and incoming phone calls and emails effectively.
• Recommend account suspensions when warranted.
• Work collaboratively within Finance, Support, and Sales groups to resolve issues as they arise.
• Cross-train to perform related duties supporting the management of customer accounts, billing, and collections.

Requirements

• 2 or more years of collections experience in a professional environment.
• General knowledge of collections practices.
• Experience with a large, dynamic customer base.
• Proficiency in Microsoft Office, including Excel, Word, and Outlook.
• Salesforce and NetSuite experience, considered a plus.
• Ability to work effectively with others and independently, demonstrating initiative and ownership.
• Strong communication, problem-solving, and analytical skills.