Collections / Accounts Receivable Specialist

ABOUT THE ROLE 

The Collections/Accounts Receivable Specialist plays a critical role in maintaining healthy cash flow and minimizing past-due exposure for client accounts within a fast-paced environment. This position is responsible for reviewing accounts receivable aging, following up with customers on outstanding balances, documenting all contacts and communications, and tracking promised payments through to completion. The Specialist follows up on broken payment commitments and requests remittance information to ensure payments are properly applied.

As a critical member of the collections and AR team, the Specialist escalates disputes and non-responsive accounts to Pro-Serv for resolution. Decisions regarding payment terms, write-offs, credit holds, service holds, legal collections, and major customer escalations remain with Pro-Serv; the Specialist supports these decisions with accurate, well-documented account information rather than making them independently. The role requires strong attention to detail, professionalism, and excellent communication skills.

KEY RESPONSIBILITIES 

• Aging Review: Monitors accounts receivable aging reports to identify overdue balances and prioritize follow-up based on age and risk.
• Customer Follow-Up: Contacts customers regarding outstanding invoices via phone and email to request payment status and expected payment dates. This is to include checking customer portals as prescribed by payment terms.
• Contact Documentation: Accurately documents all customer contacts, conversations, and outcomes in the system to maintain a clear collections history. Also, provide listing of non-responsive accounts.
• Payment Commitment Tracking: Tracks promised payment dates and amounts, and follows up promptly on any broken or missed commitments.
• Remittance Requests: Requests remittance information and supporting documentation from customers to ensure payments are properly applied to open invoices.
• Escalation: Escalates disputes, discrepancies, and non-responsive accounts to Pro-Serv for resolution, providing complete account documentation to support next steps.
• Estimated Collections: Provide expected collections for rolling 2 week period with weekly tracking and reconciliation.
• Reporting: Prepares regular status reports on delinquent accounts and collection activity to support Pro-Serv's decision-making on terms, credit holds, and further action.
  • Aging Prioritization: Strategic reporting of larger and older past-due balances
  • Promised Payments: Tracking of committed dates on promised payments, current status, and disposition at commitment date

SKILLS & QUALIFICATIONS 

• Bachelor's degree in Finance, Accounting, or Business Administration preferred; equivalent AR/billing experience considered.
• 1–3 years of experience in accounts receivable, billing, or collections, including business-to-business collections.
• Excellent verbal and written communication skills.
• Good proficiency in MS Office applications, particularly Excel.
• Solid understanding of basic bookkeeping and accounting principles.
• Hands-on experience with spreadsheets and accounting or AR software to record, track, and analyze financial data.
• High degree of accuracy and attention to detail.
• Professional, trustworthy, and able to work independently while following established escalation procedures.