Collections Specialist (Law Firm Experience Only)

About the position We are conducting a search for an experienced Collections Specialist with at least 5 years of progressive experience in accounts receivable collections within a law firm. Strong proficiency in Microsoft Excel and Word is required, and working knowledge of MiniSoft ARCS2G and Aderant is preferred. The ideal candidate will play a pivotal role within the credit and collections department, working collaboratively with the team to ensure timely collection of the firm's accounts receivable. This role requires a high level of professionalism, attention to detail, and the capacity to work collaboratively across multiple teams. The Collections Specialist will be instrumental in maintaining the financial health of the firm by supporting effective collections processes and fostering positive client relationships. Based in the Roseland, NJ office, this position offers a hybrid remote work arrangement, combining in-office presence with remote flexibility. What You'll Do: Manage the accounts receivable (AR) reminder statement process, including follow-up activities as required. Engage with both internal and external clients in a professional, confident, and courteous manner at all times. Communicate with clients via email and telephone as assigned by the Credit Manager, demonstrating comfort and professionalism in all interactions. Demonstrate strong attention to detail, organizational skills, and diligent follow-up. Maintain accurate and up-to-date information within the firm’s collections software and filing systems. Obtain approval from internal Partners prior to client outreach regarding outstanding balances. Investigate and resolve invoice discrepancies by coordinating with clients, attorneys, and billers to reissue bills when necessary. Assist with various ad hoc projects as assigned by management. Initiate proactive and professional communication with clients to inquire about payment status and facilitate the collection of accounts receivable. Monitor and track client payment plans, ensuring adherence to agreed-upon terms. Escalate unresolved issues to Credit Managers as appropriate for further action. Respond promptly to internal and external client inquiries regarding past due amounts, providing clear and accurate information. Analyze client payment trends and deliver comprehensive updates to the Credit Manager to inform next steps. Document collection efforts and outcomes accurately in ARCS2G, scheduling subsequent follow-ups as needed. Prepare, generate, and review reports prior to distribution to ensure data integrity. Collaborate with Credit Managers to present proposed payment plans to attorneys and clients, fostering consensus and timely resolution. Work closely with the Revenue Team to identify and implement process improvements. Conduct semi-yearly project to determine collectability of client AR and WIP. Ad hoc projects as assigned.

Responsibilities

• Manage the accounts receivable (AR) reminder statement process, including follow-up activities as required.
• Engage with both internal and external clients in a professional, confident, and courteous manner at all times.
• Communicate with clients via email and telephone as assigned by the Credit Manager, demonstrating comfort and professionalism in all interactions.
• Demonstrate strong attention to detail, organizational skills, and diligent follow-up.
• Maintain accurate and up-to-date information within the firm’s collections software and filing systems.
• Obtain approval from internal Partners prior to client outreach regarding outstanding balances.
• Investigate and resolve invoice discrepancies by coordinating with clients, attorneys, and billers to reissue bills when necessary.
• Assist with various ad hoc projects as assigned by management.
• Initiate proactive and professional communication with clients to inquire about payment status and facilitate the collection of accounts receivable.
• Monitor and track client payment plans, ensuring adherence to agreed-upon terms.
• Escalate unresolved issues to Credit Managers as appropriate for further action.
• Respond promptly to internal and external client inquiries regarding past due amounts, providing clear and accurate information.
• Analyze client payment trends and deliver comprehensive updates to the Credit Manager to inform next steps.
• Document collection efforts and outcomes accurately in ARCS2G, scheduling subsequent follow-ups as needed.
• Prepare, generate, and review reports prior to distribution to ensure data integrity.
• Collaborate with Credit Managers to present proposed payment plans to attorneys and clients, fostering consensus and timely resolution.
• Work closely with the Revenue Team to identify and implement process improvements.
• Conduct semi-yearly project to determine collectability of client AR and WIP.
• Ad hoc projects as assigned.

Requirements

• A minimum of 5 years of accounts receivable collections experience
• Exceptional verbal and written communication skills, with the ability to interact effectively with colleagues and clients at all levels.
• Demonstrated ability to manage multiple tasks and priorities efficiently in a fast-paced environment.
• Exhibits professional maturity and remains composed under pressure.

Nice-to-haves

• Experience within a law firm accounting environment is desirable.
• Proficiency in Microsoft Excel and Word; familiarity with MiniSoft ARCS2G law firm collections software and Aderant is advantageous.

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