Billing and Collections Specialist

Overview

This role involves actively managing and reducing an organization’s outstanding accounts receivable portfolio. The Billing and Collections Specialist will prepare and issue client invoices, post payments, monitor outstanding balances, and drive collection of past-due accounts—including aged, high-dollar, and disputed balances—through to resolution.

The position works closely with the CEO, Accountants, Branch Managers, and Admins to ensure accurate billing, timely and assertive collections, and positive client relationships. Ownership includes the firm’s formal escalation process (including certified demand letters and referral to outside legal counsel) for accounts that do not respond to standard collection efforts.

This position is fully remote and does not report from a specific branch office.

Responsibilities

• Understand the internal client invoicing process; review WIP with each branch admin weekly to ensure clients are billed correctly.
• Oversee accurate and timely distribution of client invoices.
• Maintain accurate billing records and client account information in the practice management software.
• Ensure posting of client payments to the appropriate accounts is completed daily.
• Monitor accounts receivable balances and identify past-due accounts.
• Conduct assertive, professional, timely follow-up with clients regarding outstanding balances using clear language consistent with firm policy.
• Make collection calls and send collection emails or correspondence as needed.
• Own and drive resolution of a high-dollar, aged accounts receivable portfolio, prioritizing past-due accounts by balance and risk.
• Escalate non-responsive or disputed accounts through the formal collections process, including certified demand letters and referral to outside legal counsel, per firm protocol.
• Provide regular reporting (at minimum weekly) to the CEO and Branch Manager on outstanding balances, collection activity, and aging trends.
• Recommend and help implement improvements to collections policies and procedures to reduce future delinquency.
• Research and resolve billing discrepancies, payment issues, and account questions.
• Work with accountants and Branch Managers to resolve client billing concerns and obtain clarification on outstanding invoices.
• Process billing adjustments, credits, refunds, and other account changes as authorized.
• Reconcile client accounts and assist in maintaining accurate accounts receivable records.
• Review aging reports and provide updates regarding outstanding receivables.
• Maintain organized documentation of collection activities and client communications.
• Assist with monthly billing and other recurring billing processes.
• Identify potential billing or collection issues and communicate them to management promptly.
• Maintain confidentiality of client financial information and company records.
• Provide courteous and professional customer service when communicating with clients.
• Assist accountants and other staff members with billing-related questions and administrative needs.
• Utilize accounting, billing, client management, and other software applications as required.
• Perform various organizational or administrative tasks as requested by the Branch Manager or other office staff.
• Perform other relevant duties as needed and as assigned.

Requirements

Required Skills and Abilities

• Excellent attention to detail and accuracy.
• Strong organizational and time management skills, with the ability to prioritize multiple tasks.
• Strong written and verbal communication skills.
• Professional, firm, and confident communication skills when dealing with clients regarding significant outstanding balances, including the ability to hold firm on payment terms without conceding to informal payment arrangements.
• Ability to handle confidential financial information with discretion.
• Minimum of 3–5 years of dedicated, hands-on collections experience, including collecting on large or complex past-due balances.
• Experience coordinating with outside legal counsel on collections escalations, demand letters, and legal referrals preferred.
• Strong problem-solving and analytical skills.
• Ability to work independently with minimal supervision.
• Ability to take direction from multiple team members.
• Proficiency with Microsoft Office Suite, particularly Excel and Outlook.
• Ability to learn and effectively use accounting, billing, and client management software.
• Strong follow-through and ability to meet deadlines.

Education and Experience

• High School Diploma or equivalent required.
• A minimum of 5 years of dedicated collections and/or accounts receivable experience required, including demonstrated experience managing a portfolio with significant past-due balances.
• Previous experience working in a CPA/accounting firm, financial services company, or professional services environment strongly preferred.
• Experience with accounting software applications preferred.
• Experience with Thomson Reuters or similar accounting software is a plus but not required.
• Direct experience escalating delinquent accounts through formal legal channels (certified demand letters, collections attorneys, or similar) strongly preferred.

Physical Requirements

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to communicate effectively by telephone, email, and other electronic communication methods.
• Must be able to lift up to 15 pounds at times.

Preferred Qualifications

• Experience coordinating with outside legal counsel on collections escalations, demand letters, and legal referrals.
• Experience working in a CPA/accounting firm, financial services company, or professional services environment.
• Experience with accounting software applications.
• Experience with Thomson Reuters or similar accounting software.
• Direct experience escalating delinquent accounts through formal legal channels (certified demand letters, collections attorneys, or similar).

Compensation & Benefits

• Classification: Part- Time/Hourly/Non-Exempt

Location

• Remote