Collections Specialist

Job Title: Collections Specialist (Collections 80% / Accounts Receivable 20%)
Job Location: Norfolk VA or Remote
FLSA Status: Exempt
Salary Range: $55-65k 

About: 

AIR Control Concepts is more than just a collection of firms, we are a community of forward-thinking experts committed to excellence, innovation, and collaboration. With a focus on commercial HVAC representation, we bring together esteemed entities from diverse regions, each boasting decades of invaluable experience.

We understand that success in the HVAC industry goes beyond individual accomplishments. That's why we believe in the power of unity and collaboration. By leveraging our collective assets, knowledge, and resources, we empower our member firms to deliver unparalleled service, safety, and efficiency to clients across healthcare, commercial, and residential sectors. 

Check out our website: AIR Control Concepts | HVAC Partnerships, Growth & Support Across North America

Job Description:
The Collections Specialist plays a crucial role in maintaining the financial health of the organization by driving the timely collection of outstanding invoices. The primary focus of this role, approximately 80%, is proactive collections. This includes daily outreach to customers on past-due balances, following up persistently until payment commitments are secured, negotiating payment arrangements when appropriate, and escalating high-risk accounts before they become losses. The remaining 20% supports core accounts receivable functions such as payment processing, account reconciliation, and record maintenance. The specialist will work closely with the sales, project management, and customer service teams to resolve billing disputes that are holding up payment and to keep customer relationships strong throughout the collections process. By analyzing aging data and payment trends, the specialist will contribute to strategies that improve cash flow, reduce DSO, and shrink the past-due portfolio. Ultimately, this role is vital for protecting the company's cash position while preserving positive, professional relationships with our customers.

Essential Duties and Responsibilities: 
Collections (approximately 80%)

• Own the accounts receivable aging report, contacting every past-due account promptly and following a consistent outreach cadence until payment is received.
• Make daily collection calls and send follow-up communications on outstanding invoices, securing firm payment commitments and documenting each contact.
• Investigate and resolve billing discrepancies, disputes, and short payments that are delaying collection, partnering with internal teams to clear roadblocks.
• Negotiate payment plans within company guidelines and monitor compliance with committed arrangements.
• Identify high-risk and chronically delinquent accounts, recommend escalation steps, and prepare documentation for further action when necessary.
• Track and report on collections activity, aging trends, and DSO, and contribute to strategies that reduce overdue balances.

• Process incoming payments, including checks, credit card transactions, and electronic transfers, and apply them accurately to customer accounts.
• Reconcile customer accounts and resolve unapplied or misapplied payments.
• Prepare and maintain accurate records of all transactions and customer communications.
• Support billing process improvements in collaboration with internal teams.

• Associate's degree in finance, accounting, or a related field required; bachelor's degree preferred.
• 3-5 years of B2B collections experience with a track record of reducing past-due balances; accounts receivable experience preferred.
• Strong, professional communication and negotiation skills with the persistence to follow accounts through to resolution.
• Ability to remain firm, tactful, and customer-focused in difficult payment conversations.
• Strong understanding of accounting principles and practices.
• Experience with accounting software such as Oracle, FACTS, or similar platforms.
• Familiarity with financial reporting and analysis, including AR aging and DSO metrics.
• Certification in credit and collections or accounts receivable a plus.

• 401(k) with employer match (immediate vesting)
• Medical – HDHP & PPO options, Dental and Vision
• HSA with employer matching contributions
• FSA & Limited FSA
• Employer Paid Life/AD&D Insurance
• Voluntary Life Insurance Plans
• Paid Family Leave
• PTO
• Paid Company Holidays – 10 Days
• Employer Paid Short-term Disability
• Long-term Disability
• Referral Bonus Opportunities
• Other voluntary fringe benefits

The Company provides equal employment opportunity in accordance with applicable laws and prohibits discrimination and harassment. Employment decisions are based on business needs and qualifications.   
The Company complies with disability laws and provides reasonable accommodations to qualified individuals.