Billing and Collections Specialist

This is a fully remote position, open to applicants in Florida.

📋 Description

• Oversee and minimize the firm’s outstanding accounts receivable portfolio.

• Generate and send client invoices.

• Collaborate weekly with each branch administrator to review work in progress for precise billing.

• Ensure timely and accurate distribution of client invoices.

• Keep precise billing records and client account details in practice management software.

• Daily posting of client payments to the correct accounts.

• Track accounts receivable balances and pinpoint overdue accounts.

• Conduct proactive, professional, and timely follow-ups with clients regarding overdue balances.

• Make collection calls and send collection emails or correspondence.

• Facilitate the resolution of high-value, aged accounts receivable by prioritizing accounts based on balance and risk.

• Escalate non-responsive or disputed accounts through formal collection methods, including certified demand letters and referrals to external legal counsel.

• Provide weekly updates to the CEO and Branch Manager on outstanding balances, collection activities, and aging trends.

• Suggest and assist in implementing enhancements to collections policies and procedures.

• Investigate and resolve billing discrepancies, payment issues, and account inquiries.

• Collaborate with accountants and Branch Managers to address client billing concerns.

• Process authorized billing adjustments, credits, refunds, and other account modifications.

• Reconcile client accounts and uphold precise accounts receivable records.

• Review aging reports and offer updates on outstanding receivables.

• Maintain organized documentation of collection efforts and client communications.

• Support monthly and recurring billing processes.

• Identify potential billing or collection challenges and communicate them to management.

• Ensure confidentiality of client financial information and company records.

• Provide courteous and professional customer service to clients.

• Assist accountants and staff with billing-related inquiries and administrative requirements.

• Utilize accounting, billing, client management, and other software applications.

• Carry out organizational and administrative tasks as requested.

• Perform other relevant duties as assigned.

⛳️ Requirements

• A minimum of 3–5 years of hands-on collections experience, particularly with large or complex past-due balances.

• At least 5 years of dedicated collections and/or accounts receivable experience, including managing a portfolio with significant past-due balances.

• High School Diploma or equivalent is required.

• Experience coordinating with external legal counsel on collection escalations, demand letters, and legal referrals is preferred.

• Previous experience in a CPA/accounting firm, financial services company, or professional services setting is strongly preferred.

• Familiarity with accounting software applications is preferred.

• Experience with Thomson Reuters or similar accounting software is a plus but not mandatory.

• Direct experience escalating delinquent accounts through formal legal processes is strongly preferred.

• Exceptional attention to detail and accuracy.

• Strong organizational and time management skills, able to prioritize various tasks effectively.

• Excellent written and verbal communication skills.

• Professional, firm, and confident communication skills for dealing with clients regarding substantial outstanding balances.

• Capable of handling confidential financial information with discretion.

• Strong problem-solving and analytical abilities.

• Ability to work independently with minimal supervision.

• Capacity to take direction from multiple team members.

• Proficiency in Microsoft Office Suite, especially Excel and Outlook.

• Ability to learn and effectively utilize accounting, billing, and client management software.

• Strong commitment to follow-through and meeting deadlines.

• Effective communication skills via telephone, email, and other electronic methods.

• Must be able to lift up to 15 pounds occasionally.

🏝️ Benefits

• Fully remote work arrangement.

• Part-time hourly position.

• Equal employment opportunity.

• Work environment free from discrimination and harassment.

• Accommodations available for applicants with disabilities.