Collection Specialist (Contractor)

Quisumbing Torres; Taguig; Hybrid; PHP 360,000 - 600,000; Part time

Job summary

Quisumbing Torres seeks a Collections Specialist to optimize timely collections for an assigned client portfolio. You will maintain client contact, monitor aged receivables, resolve payment barriers, and escalate risks per firm policy.

You will collaborate with Revenue Specialists, Billing Analysts, eBilling teams, Cash Applications, and Billing Partners to improve cash flow and minimize write-offs, while reporting status and actions.

Responsibilities

• Manage the timely collection of outstanding invoices within the assigned client and Partner portfolio.
• Conduct professional and courteous collection follow-ups with clients via email and phone per terms and processes.
• Maintain regular communication with client billing and collection contacts on unpaid invoices and remittance details.
• Prioritize collection activity based on ageing, value, terms, risk, and targets.
• Proactively identify long-outstanding debts and reduce write-down risks.
• Support achievement of collection targets and assist in budgeting as directed by Revenue.

Job description

Role Details

• Employment Type: Contractor engaged through Protemps Inc., an accredited manpower agency, and assigned to Quisumbing Torres law firm.

• Work Arrangement: Remote. Reporting to Quisumbing Torres office may be required from time to time for meetings, training sessions, team activities, or other business needs.

• Alternative Work Setup: Contractors who do not have reliable internet connectivity or a conducive work-from-home environment may opt to work onsite.

Role Summary

The Collections Specialist is responsible for optimizing the timely collection of outstanding accounts receivable for an assigned portfolio of clients, matters, and Billing Partners. The role maintains regular contact with clients and internal stakeholders, monitors aged receivables, resolves payment barriers, and escalates collection risks in accordance with Firm policies and established escalation protocols.

The Collections Specialist works as part of the Billing & Collections POD and collaborates closely with Revenue Specialists, Billing Analysts, eBilling teams, Cash Applications, Billing Partners, and other Finance professionals to reduce accounts receivable lock up, improve cash flow, and minimize the risk of write-downs, write-offs, and bad debts.

Major Duties and Responsibilities

1. Accounts Receivable Collection

• Manage the timely collection of outstanding invoices within the assigned client and Partner portfolio.

• Conduct professional and courteous collection follow-ups with clients through email and telephone in accordance with agreed payment terms and the Firm’s standard collection processes.

• Maintain regular communication with client billing and collection contacts regarding unpaid invoices, expected payment dates, remittance information, payment issues, and other outstanding requirements.

• Prioritize collection activity based on invoice ageing, value, payment terms, client risk, and agreed collection targets.

• Proactively identify long-outstanding debts and take appropriate action to reduce the risk of write-downs, write-offs, and bad debts.

• Optimize collection timelines and ensure that collection targets and budgets communicated by the Revenue Specialist are actively supported.

2. Accounts Receivable Monitoring and Reporting

• Review accounts receivable balances regularly and identify aged invoices, disputed balances, credit balances, unapplied receipts, and accounts requiring escalation.

• Maintain complete and accurate collection notes and invoice statuses in the appropriate Firm systems, using the required categorization and documentation standards.

• Provide timely and accurate updates on collection status, client commitments, expected payment dates, risks, and required actions.

• Monitor collection portfolio indicators, including accounts receivable balances, aging categories, payer categories, average collection days, and payer ratios.

• Assist with the preparation of collection reports, portfolio updates, and information required for Billing Partner and Finance reviews.

3. Collection Risk and Escalation Management

• Escalate aged and high-risk receivables promptly to the Revenue Specialist, Billing Partner, management, and other appropriate stakeholders.

• Identify collection barriers requiring Partner or client intervention, including invoice disputes, expired or insufficient purchase orders, budget limitations, missing documentation, and payment-processing issues.

• Follow the Firm’s collection escalation process and consult the applicable write-off escalation matrix when collection efforts are unsuccessful.

• Prepare the required documentation for approved credit adjustments, write-downs, and write-offs arising from the accounts receivable review process.

• Maintain a clear record of collection actions, client commitments, escalations, and agreed next steps.

4. Invoice and Payment Issue Resolution

• Work with Revenue Specialists, Billing Analysts, eBilling teams, Cash Applications, and other Finance professionals to identify and resolve issues preventing timely payment.

• Assist the wider POD in verifying that invoices have been accurately submitted and comply with client requirements and agreed payment terms.

• Consult on previously disputed invoices and underpayment cases and support the resolution of collection-related holds before revised invoices are issued.

• Work with the Revenue Specialist to resolve eBilling rejections connected with expired or insufficient purchase orders, budgets, or collection-related holds.

• Communicate directly with clients when payment-status or collection-related holds appear in the eBilling inventory.

5. Receipt, Credit and Refund Administration

• Coordinate the timely allocation of client receipts and follow up on unidentified, unapplied, or incorrectly applied payments.

• Action funds-to-be-applied items, duplicate-payment refunds, trust-fund applications, and the processing or clearing of credit memoranda.

• Monitor credit balances that may be available for allocation against outstanding invoices.

• Identify early-payment discounts and ensure that they are reviewed and actioned appropriately.

• Manage the end-to-end process for refunds relating to duplicate payments, excess payments, or cancelled invoices, including gathering client banking information and submitting the required refund documentation for approval.

• Coordinate with the Revenue Specialist and Cash team to complete the required verification and approval controls before a refund is processed.

6. Client Vendor Profile and Payment Documentation Management

• Manage client vendor-profile requirements necessary for clients to process payments to the Firm.

• Coordinate the completion of client requests for accounts receivable confirmations, banking details, ACH information, tax documentation, and related payment documentation.

• Ensure the Firm’s banking details and tax documentation are properly maintained and updated in client systems.

• Submit the appropriate request to the Cash Application vendor-form team when Firm information must be entered into a client form or portal.

• Coordinate with eBilling Implementation where vendor information is maintained within the same eBilling platform used for invoice submission or purchase-order receipt.

7. Budget, Purchase Order and Funding Monitoring

• Partner with the Revenue Specialist to monitor matters subject to client budgets, spending caps, purchase orders, or client case numbers.

• Identify invoices that cannot be released or paid because of insufficient funding, expired purchase orders, exhausted budgets, or related client requirements.

• Alert the Revenue Specialist promptly when funding issues create collection risk.

• Support direct client follow-up regarding purchase-order replenishment, budget increases, or other funding requirements where this forms part of the agreed collection process.

8. Stakeholder and POD Collaboration

• Build effective working relationships with Billing Partners, Revenue Specialists, Billing Analysts, eBilling personnel, Cash Applications, Finance management, and client payment contacts.

• Participate in POD discussions and provide clear updates on collection priorities, payment risks, client commitments, aged receivables, and items requiring escalation.

• Coordinate collection activity with other POD members to avoid duplicated client contact and ensure consistent communication.

• Maintain appropriate handover documentation for unresolved matters, escalations, and collection commitments.

• Contribute to process improvements, knowledge sharing, and cross-training that strengthen collection continuity and reduce receivables lockup.

9. Controls and Compliance

• Perform collection activity in accordance with Firm policies, approval requirements, client commitments, and standard global processes.

• Maintain accurate, complete, and current records that provide an appropriate audit trail for collection decisions and actions.

• Follow required controls for changes to client banking information, tax documentation, refunds, credit adjustments, write-downs, and write-offs.

• Handle confidential client and financial information with appropriate care and professional judgment.

• Promptly escalated control exceptions, suspected errors, or unusual client payment instructions to the appropriate stakeholder.