Collections Specialist

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Position Details

Job Title:

Collections Specialist

Reports To:

Credits and Collections Supervisor
FLSA Status:
Exempt

Location:

Shared Services Office, Irving, TX

Summary

The Collections Specialist is a proactive and detail-oriented professional responsible for managing a dedicated portfolio of accounts to ensure timely payment and minimize outstanding balances. This role requires a high degree of autonomy, as you will manage your daily workflow and prioritize tasks to meet deadlines and key performance indicators. You will be the primary point of contact for customer inquiries and disputes, working collaboratively to resolve issues and maintain strong client relationships.

Essential Duties And Responsibilities

• Collections & Account Management
  :

• Monitor assigned customer accounts for open balances and aging status.
• Initiate and document collections outreach via phone and email, adhering to a defined cadence for follow-up.
• Escalate accounts approaching exceeded aging to senior staff and local leadership.
• Ensure that no account reaches or remains within the company’s standard aging bucket without proper documentation and approval.

• Lien & Legal Process
  :

• Initiate and track the lien filing process via lien software to protect the company's rights.
• Prepare and issue conditional and unconditional lien waivers, ensuring a high accuracy.
• Maintain proper records of waivers, releases, and lien filings for audit readiness.

• Communication & Collaboration
  :

• Serve as the direct contact for customer inquiries and follow up on tickets to ensure a timely resolution.
• Coordinate with billing and service departments to resolve disputed invoices or misapplied payments.
• Participate in weekly and monthly meetings with local and central teams to review portfolio aging trends and high-risk accounts.
• Liaise with the legal team on enforcement and escalation of collections cases.

• Compliance & Reporting
  :

• Ensure all customer interactions and follow-ups are meticulously documented in the Microsoft Dynamics 365 CRM.
• Provide daily status updates and share exceptions with the working capital team.
• Assist with month-end close by ensuring all lien statuses and waiver issuance are up to date.
• Maintain local records in alignment with SOX requirements.

• Other Duties
  :

• Regular, consistent and necessary to meet the needs of the business
• Performs other duties and responsibilities as assigned
• Must conduct self in an ethical, legal, and responsible manner at all times
• Must adhere to the policies, principles, and guidance within the Employee Handbook and Code of Conduct

Competencies

• Elevated professionalism with tempered emotions, empathy, positive intent, and integrity in all interactions.
• Excellent communication and interpersonal skills with the ability to build strong relationships across all levels of the organization. Strong verbal and written communication skills.
• Ability to communicate and present information one-on-one and in group situations, and outside of the company.
• Ability to solve practical problems and manage a variety of variables where limited information exists.
• Strong attention to detail.
• Ability to work in a fast-paced environment.
• Self-starter with independent work style and strong organization skills, able to manage multiple priorities and deadlines.
• Ability to establish and build effective working relationships with colleagues and staff; acceptance of a variety of lifestyles, behaviors, and cultural practices.

• Education/Experience

• Associate’s degree and/or 3+ years of experience in collections
• Strong experience with ERP systems, particularly Financial & Operations, is a plus
• Demonstrated ability to work autonomously and manage a high volume of work
• Proficiency with Microsoft Office, including Pivot Tables and Macros, for data analysis
• Familiarity with ticketing/case management systems

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essentials functions. The noise level in the work…