Collections/Client Relations Coordinator

Fox Rothschild; Exton (PA); On-site; USD 60,000 - 85,000; Full time

Job summary

Fox Rothschild is seeking a Collections/Client Relations Coordinator to lead accounts receivable collection efforts and maintain accurate client records. You will work with Partners, client teams, and billing staff to resolve billing issues and ensure timely payments.

The role requires strong Excel skills, attention to detail, and professional communication to uphold firm collection practices in a fast-paced environment.

Qualifications

• Associate’s Degree or equivalent work experience required.
• Bachelor’s degree in Finance, Accounting, Business Administration, or related field preferred.

Responsibilities

• Monitor and manage the accounts receivable portfolio to ensure timely collection of payments.
• Contact customers via phone, email, and written correspondence regarding overdue accounts.
• Investigate and resolve discrepancies related to billing and payments.
• Maintain accurate and up-to-date customer records and collection notes.
• Collaborate with the billing team to ensure invoices are issued correctly and on time.
• Partner with the Cash Application team to ensure accurate posting of payments and resolution of unapplied or misapplied funds.
• Prepare and distribute aging reports and collection status updates to management.
• Escalate unresolved or high-risk accounts to Finance leadership with documentation and recommendations.
• Respond to customer inquiries and provide excellent service while maintaining firm collection practices.
• Engage with internal and external stakeholders to ensure adherence to payment terms and company policies.

Skills

Mathematical skills

Attention to detail

Organizational skills

Multitasking

Communication skills

Independent work

Teamwork

Confidentiality

Education

Associate’s degree or equivalent

Bachelor’s degree in Finance/Accounting/Business Administration

Tools

Microsoft Excel

3E

ARCS 3G

Job description

The Collections/Client Relations Coordinator is responsible for managing and executing the collection of outstanding accounts receivable. This role ensures timely payments from clients, maintains accurate records, and works closely with internal departments to resolve billing issues.

Essential Functions

• Monitor and manage the accounts receivable portfolio to ensure timely collection of payments.
• Contact customers via phone, email, and written correspondence regarding overdue accounts.
• Investigate and resolve discrepancies related to billing and payments.
• Maintain accurate and up-to-date customer records and collection notes.
• Collaborate with the billing team to ensure invoices are issued correctly and on time.
• Partner closely with the Cash Application team to ensure accurate posting of payments and resolution of unapplied or misapplied funds.
• Prepare and distribute aging reports and collection status updates to management.
• Escalate unresolved or high-risk accounts to Finance leadership with clear documentation and recommendations.
• Respond to customer inquiries and provide excellent service while maintaining firm collection practices.
• Engage with internal and external stakeholders, including Partners and client teams, to ensure adherence to payment terms and company policies, and address any requests for exceptions with appropriate scrutiny and escalation when necessary.

Additional Functions

• Perform other collections responsibilities and special projects, as required.

QUALIFICATIONS (EXPERIENCE, KNOWLEDGE, SKILLS AND ABILITIES):

• Associate’s Degree or equivalent work experience required. Bachelor’s degree in Finance, Accounting, Business Administration, or related field preferred.

Experience

• Minimum five (5) years of collections experience in a law firm (preferred) or other professional services organization.

Knowledge, Skills, & Abilities

• 3E and ARCS 3G experience a plus.
• Strong mathematical skills, attention to detail; high level of accuracy a must.
• Strong organizational skills and ability to prioritize and multi-task with a high volume of work in a fast-paced environment.
• Advanced proficiency in Microsoft Excel, including pivot tables, VLOOKUP, and data analysis tools.
• Professional communication skills, ability to speak clearly, confidently, and respectfully with clients, attorneys, and business professionals.
• Exceptional communications/customer service skills. Professional and courteous communication with clients, attorneys, paralegals and staff are a must.
• Ability to work well independently as well as in a team environment.
• Strong customer services skills. Maintain professionalism and responsiveness in all interactions.
• Integrity & Confidentiality to handle sensitive financial information with confidentiality and professionalism.

Work Environment & Physical Demands

This job operates in a clerical, office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Requirements

Sedentary work: Exertion of physical strength to lift, carry, push, pull, or otherwise move objects up to 10 pounds. Work involves sitting most of the time. Walking and standing is often necessary in carrying out job duties.

DISCLAIMER

Fox Rothschild LLP is under no obligation to provide sponsorship for this position. Applicants must be currently authorized to work in the United States on a full-time basis now and in the future. The above is intended to describe the general content of and requirements for the performance of this job. It is not a contract or employment agreement and is not to be construed as an exhaustive statement of all functions, responsibilities, or requirements the employee may be required to perform, and the employee may be required to perform additional duties. Additionally, management reserves the right to review and revise the job description at any time. Employment with the firm is at-will. Employees must be able to satisfactorily perform all the essential functions of the position with or without reasonable accommodation. If an accommodation request would cause an undue hardship or a safety concern, the individual may not be eligible for the position. Fox Rothschild LLP is an equal opportunity employer. We consider all qualified applicants without regard to race, religion, color, sex, national origin, age, sexual orientation, gender identity or gender expression, breastfeeding, lactation, disability, or veteran status, or any other characteristic protected in accordance with applicable federal, state, and local jurisdictions. Applicants who need any assistance applying for a position are encouraged to contact the Human Resources Department, [e-mail].