Accounts Receivable & Collections Specialist

Kaizen Lab Inc.; New York (NY); On-site; USD 45,000 - 60,000; Full time

Job summary

PBS Facility Services in Brooklyn, NY is seeking an Accounts Receivable & Collections Specialist to manage customer accounts and ensure timely payment collection. The ideal candidate will possess strong communication skills and a background in Accounts Receivable.

This role requires coordinating closely with the Accounting and Billing teams to resolve issues, improve cash flow, and maintain accurate records while ensuring compliance with relevant regulations.

Qualifications

• Minimum of 2 years of experience in Accounts Receivable, Collections, or Billing.
• Strong verbal and written communication skills.
• Experience negotiating payment arrangements.

Responsibilities

• Manage assigned customer accounts for timely collection.
• Contact customers regarding past-due balances.
• Negotiate payment arrangements within company guidelines.
• Document all collection activities accurately.

Skills

Accounts Receivable

Customer Service

Communication Skills

Negotiation Skills

Organizational Skills

Attention to Detail

Problem-Solving Skills

Knowledge of FDCPA

Tools

Microsoft Excel

QuickBooks

ERP Software

Job description

Company: PBS Facility Services

Location: Brooklyn, NY

Employment Type: Full-Time

About Us

Founded in 2005, PBS Facility Services provides comprehensive facility management solutions to commercial, residential, healthcare, and industrial clients throughout the New York metropolitan area. Our success is built on exceptional service, operational excellence, and strong financial discipline. As we continue to grow, we’re looking for talented professionals who take ownership of their work and want to contribute to the success of a fast‑paced organization.

About the Role

The Accounts Receivable & Collections Specialist plays an important role in maintaining the financial health of PBS Facility Services by ensuring customer accounts remain current and outstanding balances are collected promptly and professionally.

Reporting to the Controller, this position serves as the primary point of contact for customer collections while partnering closely with the Accounting, Billing, and Operations teams to resolve billing issues, maintain accurate account records, and improve cash flow. The ideal candidate is persistent, organized, customer-focused, and capable of balancing professionalism with effective collection strategies.

What You’ll Do

• Manage an assigned portfolio of customer accounts to ensure timely collection of outstanding invoices.
• Contact customers by phone and email regarding past‑due balances while maintaining positive client relationships.
• Negotiate payment arrangements within established company guidelines and monitor compliance with agreed‑upon payment schedules.
• Follow up consistently on outstanding invoices, payment commitments, and aging accounts until resolution.
• Accurately document all collection activities, customer communications, payment arrangements, and account notes.
• Work closely with the Billing and Accounting teams to resolve invoice discrepancies, payment application issues, and customer concerns.
• Research and reconcile account balances to ensure customer records remain accurate and up to date.
• Identify delinquent accounts requiring escalation and communicate recommendations to management.
• Maintain compliance with company policies and applicable federal and state collection regulations.
• Assist with month‑end accounts receivable reporting and aging analysis.
• Support continuous improvement efforts by identifying opportunities to streamline collection processes and improve cash flow.
• Provide exceptional customer service while consistently enforcing company payment terms and policies.

What You’ll Bring

• Minimum of 2 years of experience in Accounts Receivable, Collections, Billing, Customer Service, or a high‑volume call center environment.
• Strong verbal and written communication skills with the ability to confidently communicate with customers at all levels.
• Experience negotiating payment arrangements while maintaining positive business relationships.
• Working knowledge of accounts receivable processes and basic accounting principles.
• Strong organizational skills with the ability to manage multiple accounts and competing priorities.
• Excellent attention to detail and accuracy in documentation and recordkeeping.
• Ability to work independently while collaborating effectively with cross‑functional teams.
• Knowledge of the Fair Debt Collection Practices Act (FDCPA) and other applicable collection regulations is preferred.
• Proficiency with Microsoft Office, particularly Excel, and experience with accounting or ERP software. Experience with QuickBooks is preferred.

What Makes You Successful

• You are persistent without being confrontational.
• You remain professional and composed during difficult conversations.
• You are organized and consistently follow through on commitments.
• You communicate clearly and confidently with both customers and internal stakeholders.
• You take ownership of your assigned accounts and work proactively to resolve outstanding issues.
• You understand that effective collections require both relationship management and accountability.

Performance Expectations

Success in this position will be measured by your ability to:

• Reduce overall accounts receivable aging.
• Improve collection rates and Days Sales Outstanding (DSO).
• Maintain consistent follow‑up on all assigned accounts.
• Ensure payment arrangements are documented accurately and fulfilled.
• Support accurate financial reporting through timely communication with the Accounting team.
• Deliver excellent customer service while protecting the company’s financial interests.