Overview
The Collections Specialist will be a critical member of the Finance/Accounting team, responsible for managing the accounts receivable collection process across all company locations and projects. The ideal candidate will have a proven track record in commercial collections, preferably within the construction or roofing industry, and possess a strong understanding of the unique billing and payment cycles associated with construction contracts, including lien laws and retainage. This role requires a professional, persistent approach to debt recovery while preserving positive client and customer relationships.
Responsibilities Accounts Receivable Management & Collections:
Monitor customer account balances and aging reports daily and weekly to identify and prioritize delinquent accounts across multiple locations.
Initiate timely contact with commercial clients, contractors, and residential customers via phone, email, and written correspondence to follow up on overdue invoices and secure payment.
Negotiate and document payment plans or alternative arrangements while adhering to company policies and legal regulations.
Process customer payments and reconcile customer accounts, ensuring accurate application of funds.
Investigate and resolve payment discrepancies, billing disputes, and short-pays promptly and professionally.
Construction-Specific Duties:
Demonstrate familiarity with construction-specific billing documents, such as AIA G702/G703 Applications for Payment and Schedule of Values.
Understand and manage collection issues related to retainage (or "holdback") on commercial projects.
Execute collection efforts in compliance with federal and state debt collection laws, with preferred knowledge of Mechanic's Lien and Bond Claim procedures relevant to the construction industry.
Coordinate with Project Managers, Estimators, and Sales teams across various locations to clarify project status and contract terms to support collection efforts.
Reporting & Administration:
Maintain accurate, detailed, and up-to-date records of all collection activity, payment arrangements, and customer communications within the company’s accounting and CRM systems ([e.g., Sage Intacct, AccuLynx, etc.]).
Prepare and present weekly/monthly Accounts Receivable and Collections status reports, detailing aging breakdown, Days Sales Outstanding (DSO), and high-risk accounts.
Recommend accounts for escalation to management, legal counsel, or third-party collection agencies when internal efforts are exhausted, ensuring all necessary documentation is in place.
Contribute to the continuous improvement of collections processes and policies to enhance efficiency and cash flow.
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Responsibilities Accounts Receivable Management & Collections:
Monitor customer account balances and aging reports daily and weekly to identify and prioritize delinquent accounts across multiple locations.
Initiate timely contact with commercial clients, contractors, and residential customers via phone, email, and written correspondence to follow up on overdue invoices and secure payment.
Negotiate and document payment plans or alternative arrangements while adhering to company policies and legal regulations.
Process customer payments and reconcile customer accounts, ensuring accurate application of funds.
Investigate and resolve payment discrepancies, billing disputes, and short-pays promptly and professionally.
Construction-Specific Duties:
Demonstrate familiarity with construction-specific billing documents, such as AIA G702/G703 Applications for Payment and Schedule of Values.
Understand and manage collection issues related to retainage (or "holdback") on commercial projects.
Execute collection efforts in compliance with federal and state debt collection laws, with preferred knowledge of Mechanic's Lien and Bond Claim procedures relevant to the construction industry.
Coordinate with Project Managers, Estimators, and Sales teams across various locations to clarify project status and contract terms to support collection efforts.
Reporting & Administration:
Maintain accurate, detailed, and up-to-date records of all collection activity, payment arrangements, and customer communications within the company’s accounting and CRM systems ([e.g., Sage Intacct, AccuLynx, etc.]).
Prepare and present weekly/monthly Accounts Receivable and Collections status reports, detailing aging breakdown, Days Sales Outstanding (DSO), and high-risk accounts.
Recommend accounts for escalation to management, legal counsel, or third-party collection agencies when internal efforts are exhausted, ensuring all necessary documentation is in place.
Contribute to the continuous improvement of collections processes and policies to enhance efficiency and cash flow.
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