Collections Specialist

Description

Charleston Electric & Air is seeking a highly organized, detail-oriented, and results-driven Accounts Receivable (AR) Collections Specialist to join our team.

In this role, you will play a critical part in maintaining the financial health of our organization by managing accounts receivable, coordinating collection efforts, and ensuring timely payment of outstanding invoices.

The ideal candidate is proactive, persistent, and comfortable communicating with customers regarding outstanding balances while maintaining positive professional relationships. This position requires someone who takes ownership of their responsibilities, thrives in a fast-paced environment, and can effectively collaborate with accounting and operational leadership.

If you have a strong background in accounts receivable, enjoy problem-solving, and take pride in keeping financial processes organized and efficient, we encourage you to apply!

Key Responsibilities

Accounts Receivable & Collections

• Manage the accounts receivable process, from invoice follow-up through payment collection.
• Review and monitor AR aging reports to identify outstanding balances and prioritize collection activities.
• Conduct daily outbound collection calls to customers regarding current and past-due accounts.
• Communicate professionally with customers to resolve payment issues, disputes, and outstanding balances.
• Send payment reminders, account statements, and formal collection correspondence as necessary.
• Maintain accurate documentation of customer communications, payment commitments, and follow-up activities.
• Escalate delinquent accounts and unresolved payment issues to accounting leadership in a timely manner.
• Accurately post and apply customer payments, including checks, ACH transactions, and credit card payments.

Reporting & Account Reconciliation

• Prepare and maintain weekly accounts receivable aging reports and collection activity summaries.
• Monitor outstanding balances and identify trends that may impact cash flow.
• Track and report key AR performance metrics, including Days Sales Outstanding (DSO).
• Reconcile accounts receivable balances with the general ledger and investigate discrepancies.
• Review unapplied payments and outstanding credits to ensure accurate account balances.
• Prepare monthly and quarterly AR reports for management, including aging trends, collection performance, and outstanding balances.
• Maintain accurate customer account records and collection tracking documentation.

Collaboration & Process Improvement

• Partner with Accounting, Operations, and Service Managers to resolve outstanding customer balances and billing concerns.
• Participate in regular accounts receivable meetings to discuss collection progress, aging accounts, and potential challenges.
• Assist with reviewing delinquent accounts and coordinating collection agency activity when necessary.
• Identify opportunities to improve collection procedures, reporting accuracy, and overall AR efficiency.
• Support management in maintaining effective payment terms and reducing overdue receivables.

Requirements

Required Qualifications

• Minimum of 2 years of experience in accounts receivable, collections, billing, or a related accounting function.
• Experience conducting outbound collection calls and managing past-due customer accounts.
• Proficiency with accounting software and accounts receivable management systems.
• Strong Microsoft Excel skills, including pivot tables, reporting, and data analysis.
• Excellent written and verbal communication skills, including the ability to handle sensitive payment conversations professionally.
• Strong organizational skills and attention to detail.
• Ability to independently manage multiple accounts, prioritize collection activities, and meet deadlines.
• Strong problem-solving abilities and a commitment to accuracy.

Preferred Qualifications

• Previous experience in the HVAC, electrical, home services, or field services industry.
• Experience using ServiceTitan, particularly its accounts receivable and reporting functions.
• Familiarity with commercial collections processes and third-party collection agencies.
• Experience preparing AR aging reports, reconciliations, and financial performance summaries.