Collections Specialist

Job Summary

The Collections Specialist is responsible for managing accounts receivable processes for assigned billing lawyers and driving the timely collection of outstanding client balances. This role includes proactive client outreach, clear documentation of collections activity, and regular reporting on aged receivables. The Collections Specialist works closely with billing and ebilling teams and partners directly with billing lawyers to ensure alignment on collection strategy and execution.

Job Responsibilities

• Monitor and analyze accounts receivable balances, aging, and collections performance, providing regular, actionable updates to management.
• Proactively engage clients via phone and email to drive resolution of outstanding balances with clear and professional communication.
• Partner with attorneys, secretaries, and client account representatives to resolve aging balances and address client inquiries.
• Prepare standard and ad hoc reporting using Excel, Elite 3E, ARCs, and other internal tools.
• Investigate and resolve unapplied and unallocated cash, ensuring timely and accurate posting of receipts.
• Identify and escalate disputed, high-risk, complex, or sensitive balances, including recommended next steps and resolution strategy.
• Maintain accurate and complete records of all collections activity in ARCs in accordance with firm policies.
• Work closely with billing and ebilling teams, along with attorneys, to resolve billing and collections issues, including outside counsel guideline compliance.
• Support year end collections efforts, including participation in inventory review meetings and accelerated collection initiatives.
• Assist with cash application and other core finance functions as needed.
• Contribute to special projects and process improvement initiatives as assigned.

Knowledge, Skills, and Abilities

• Demonstrate working knowledge of Elite 3e or comparable accounting system with the ability to instruct others in its use.
• Demonstrate working knowledge of major ebilling websites such as CounselLink, Tymetrix 360, and Legal Tracker) with the ability to research and resolve ebilling issues.
• Demonstrated ability to organize and prioritize a heavy workload in a dynamic and complex environment to meet deadlines and daily requirements.
• Demonstrated ability to analyze account information, identify discrepancies or issues, and escalate non-standard or complex matters appropriately.
• Proficiency with Microsoft Office including Excel, with the ability to transform data into accurate reports and spreadsheets.
• Demonstrated ability to review account information, summarize issues clearly, and provide accurate information in support of collections decisions.
• Knowledge of standard accounting and finance principles, including the ability to track, organize, analyze, reconcile, and report financial data in an accurate and clear manner.
• Demonstrated ability to communicate clearly and effectively, both orally and in writing at all levels.
• Demonstrated ability to provide quality client service to both internal and external contacts regarding financial matters of a complex nature. Requires creativity, patience, and discretion.
• Exceptional attention to detail and organizational skills as well as the ability to manage competing priorities and deadlines.

Education

The position requires a bachelor’s degree in accounting or related field. Equivalent training and experience may substitute for education.

Experience

Minimum of three (3) years of experience in billing, collections, or credit control, ideally within a professional service or legal environment.  Experience with Elite 3E and Minisoft ARCs is preferred but not required.

US Pay Range

Most of our offices: $80,000 - $99,000 - Based or within 50 miles of most of our offices (excluding NY and San Francisco.)
SF and NY: $80,000 - $108,000 - Based or within 50 miles of our NY or San Francisco office.
Remote: $80,000 - $94,000 - Remote and not within 50 miles of any of our offices.