Accounts Receivable / Collections Administrator

Loopstra Nixon LLP; Toronto; On-site; CAD 65,000 - 75,000; Full time

Job summary

Loopstra Nixon LLP is seeking an experienced Accounts Receivable / Collections Administrator to join our team in Toronto, Ontario. The successful candidate will manage outstanding client accounts, communicate with clients and internal stakeholders, and help ensure timely payments while minimizing financial risk.

Responsibilities include monitoring aging receivables, negotiating payment arrangements, maintaining records, generating AR status reports, and assisting with select client tax forms as

Qualifications

• 3–5 years of experience in accounts receivable or collections or related finance role.
• Strong verbal and written communication with clients, lawyers and internal stakeholders.
• Excellent organizational and time-management skills with attention to detail.

Responsibilities

• Monitor the Accounts Receivable inbox, track aging receivables and follow up with clients.
• Proactively communicate with clients by phone and email to secure payment and arrange plans.
• Respond promptly to inquiries regarding balances and payment processes.
• Collaborate with lawyers and clerks to review outstanding accounts and prioritize collection efforts.
• Identify risk accounts and escalate to CFO as appropriate.

Skills

Communication

Organizational skills

Time management

Attention to detail

Initiative

Independent work

Tools

ProLaw

Aderant

Excel

Outlook

Job description

Loopstra Nixon LLP is seeking an experienced Accounts Receivable / Collections Administrator to join our team. The successful candidate will play a key role in the financial operations of the Firm by managing and following up on outstanding client accounts.

This role requires a proactive and professional approach to collections, with regular communication with clients, lawyers, and internal stakeholders. We are looking for a detail-oriented individual with strong communication and organizational skills who can effectively manage competing priorities while helping to ensure timely payment and minimize financial risk.

What You Will Be Doing

• Monitor the Accounts Receivable inbox, track aging receivables, and follow up with clients whose accounts are overdue or outside agreed-upon payment terms.
• Proactively communicate with clients by phone and email to secure payment and establish or negotiate payment arrangements, as required.
• Respond promptly and professionally to client inquiries regarding outstanding balances and payment processes.
• Collaborate with lawyers and clerks to review outstanding accounts and prioritize collection and escalation efforts.
• Identify potential risk accounts and collection issues and elevate them to the CFO as appropriate.
• Maintain accurate and up-to-date records of all collection activities and client communications.
• Prepare and distribute Accounts Receivable status reports for assigned lawyers and participate in meetings to discuss outstanding accounts and collection strategies.
• Submit approved write-offs for processing in accordance with Firm policies and procedures.
• Complete select client-related tax forms, including W-8IMY forms, as required.
• Participate in ongoing initiatives to improve Accounts Receivable processes, tools, and collection strategies.

What You Bring

• 3–5 years of experience in accounts receivable, collections, or a related finance or accounting role, preferably within a professional services environment.
• Strong verbal and written communication skills, with the ability to interact professionally and effectively with clients, lawyers, and internal stakeholders.
• Excellent organizational and time-management skills with strong attention to detail.
• Sound judgment and the ability to handle sensitive financial matters with professionalism and discretion.
• Proven ability to manage multiple priorities and follow through on outstanding matters in a timely manner.
• Proficiency with financial and accounting software.
• Experience with ProLaw and/or Aderant is considered an asset.
• Proficiency in Microsoft Office Suite, particularly Excel and Outlook.
• Ability to work independently, take initiative, and contribute effectively as part of a collaborative team.

Compensation & Benefits

Loopstra Nixon LLP offers a competitive and comprehensive total rewards package, including:

• Salary range: $65,000–$75,000 CAD, commensurate with experience
• Comprehensive health and dental benefits
• Health Care Spending Account
• Professional development and education assistance
• Wellness and employee engagement programs

Additional Information

• This position is an addition to our existing Accounts Receivable / Collections team.
• We do not use artificial intelligence (AI) to screen or assess candidates in our recruitment process.

Loopstra Nixon LLP is an equal opportunity employer committed to fostering an inclusive, equitable, and accessible environment. In accordance with the Accessibility for Ontarians with Disabilities Act, 2005, we are dedicated to providing accommodations throughout the recruitment process. If you require an accommodation, please notify us, and we will work with you to meet your needs.