Collections Specialist

Job Description:

Key Responsibilities:

• Collections Specialist Role:
  • Contact clients regarding overdue bills via email, phone, and written correspondence, maintaining a professional yet firm approach.
  • Leverage Aderant’s collection module software to analyze client account histories, identify payment trends, and flag potential delays.
  • Coordinate with attorneys and support staff to resolve disputes or e-billing rejections using BillBlast and Aderant as the primary communication platforms.
  • Ensure timely follow-up on overdue invoices, utilizing the Aderant Collection Module and prior communication notes to maintain strong client relationships.
  • Collaborate with finance and accounting teams to apply payments accurately and resolve misallocations or client advances related to vendor payments.
• Shared Leadership and Coordination:
  • Oversee daily collections operations, monitoring team performance against KPIs and ensuring adherence to collections policies and best practices.
  • Develop and implement KPI performance metrics to drive efficiency, focusing on AR reduction and rapid collection of overdue bills.
  • Collaborate with and mentor the collections team, fostering a culture of continuous learning, communication, and coordination for optimal team performance.
  • Assess the effectiveness of current collections processes and recommend improvements or technologies to streamline workflows and reduce delinquency.
  • Master and optimize client BillBlast e-billing systems, ensuring that all invoices are submitted according to client-specific requirements and timelines.
  • Troubleshoot e-billing platform issues or invoice submission errors to prevent delays in payment processing.
  • Collaborate with the Cash Receipts team to apply payments to multi-party invoices and reconcile statements.
  • Work with firm leadership to develop strategies to effectively manage and reduce AR balances.
• Client e-Billing:
  • Stay on top of the submission and monitoring of invoices through client e-billing platforms (e.g., Serengeti, CounselLink, etc.).
  • Ensure compliance with client billing guidelines, addressing any rejected or disputed invoices promptly to resolve issues.
  • Partner with the billing and finance teams to ensure all invoices are accurate, complete, and submitted in a timely manner.
  • Regularly communicate with clients to ensure proper submission, approval, and payment of invoices through their respective e-billing systems.

Job Requirements:

Qualifications:

• Education:
  • Bachelor’s degree in finance, accounting, business administration, or a related field.
• Experience:
  • Minimum of 5 years of experience in a collections role within a law firm or professional services environment.
  • Proven track record of reducing AR and improving cash flow in a legal or corporate setting.
  • Strong understanding of Aderant, BillBlast and client e-billing systems (Serengeti, Legal Tracker, CounselLink, Tymetrix, etc.)
  • Proficiency in managing the e-billing process from start to finish.
  • Prior supervisory or management experience leading a collections or finance team in a fast-paced, results-driven environment a plus.
• Skills:
  • Exceptional communication and negotiation skills, with the ability to balance assertiveness with diplomacy in dealing with clients.
  • Proficient in using collections management software, e-billing platforms, and legal billing software (e.g., Aderant Collection Module, BillBlast, etc.).
  • Strong analytical and problem-solving skills, with the ability to identify issues impacting payment and propose effective solutions.
  • Ability to work independently and manage multiple priorities in a deadline-driven environment.
  • Strong organizational and project management skills with a keen attention to detail.