Collections Specialist

Charleston Electric and Air; Brick Yard Trace (SC); On-site; USD 42,000 - 65,000; Full time

Job summary

Charleston Electric & Air is seeking a highly organized AR Collections Specialist to manage invoicing and collections, ensuring timely payments. You will review aging, perform daily outreach, and collaborate with accounting and operations to maintain cash flow.

The ideal candidate has 2+ years in AR/collections, proficiency with Excel, and experience with ServiceTitan AR or similar accounting software. HVAC/home services experience is a plus.

Qualifications

• Experience in accounts receivable, collections, or billing roles.
• Strong communication skills for customer outreach regarding balances.
• Proficiency with accounting software and Excel for reporting.

Responsibilities

• Manage accounts receivable process from invoicing to collection.
• Review AR aging reports and prioritize collections.
• Conduct daily outbound collection calls to customers with past-due accounts.

Skills

Attention to detail

Communication skills

Organizational skills

Microsoft Excel

Education

2+ years experience in accounts receivable/collections

Tools

ServiceTitan AR

Pivot tables in Excel

Job description

Description

Charleston Electric & Air is seeking a highly organized, detail-oriented, and results-driven Accounts Receivable (AR) Collections Specialist to join our team.

In this role, you will play a critical part in maintaining the financial health of our organization by managing accounts receivable, coordinating collection efforts, and ensuring timely payment of outstanding invoices.

The ideal candidate is proactive, persistent, and comfortable communicating with customers regarding outstanding balances while maintaining positive professional relationships. This position requires someone who takes ownership of their responsibilities, thrives in a fast-paced environment, and can effectively collaborate with accounting and operational leadership.

Key Responsibilities

Accounts Receivable & Collections

• Manage the accounts receivable process, from invoice follow-up through payment collection.
• Review and monitor AR aging reports to identify outstanding balances and prioritize collection activities.
• Conduct daily outbound collection calls to customers regarding current and past-due accounts.
• Communicate professionally with customers to resolve payment issues, disputes, and outstanding balances.
• Send payment reminders, account statements, and formal collection correspondence as necessary.
• Maintain accurate documentation of customer communications, payment commitments, and follow-up activities.
• Escalate delinquent accounts and unresolved payment issues to accounting leadership in a timely manner.
• Accurately post and apply customer payments, including checks, ACH transactions, and credit card payments.

Reporting & Account Reconciliation

• Prepare and maintain weekly accounts receivable aging reports and collection activity summaries.
• Monitor outstanding balances and identify trends that may impact cash flow.
• Track and report key AR performance metrics, including Days Sales Outstanding (DSO).
• Reconcile accounts receivable balances with the general ledger and investigate discrepancies.
• Review unapplied payments and outstanding credits to ensure accurate account balances.
• Prepare monthly and quarterly AR reports for management, including aging trends, collection performance, and outstanding balances.
• Maintain accurate customer account records and collection tracking documentation.

Collaboration & Process Improvement

• Partner with Accounting, Operations, and Service Managers to resolve outstanding customer balances and billing concerns.
• Participate in regular accounts receivable meetings to discuss collection progress, aging accounts, and potential challenges.
• Assist with reviewing delinquent accounts and coordinating collection agency activity when necessary.
• Identify opportunities to improve collection procedures, reporting accuracy, and overall AR efficiency.
• Support management in maintaining effective payment terms and reducing overdue receivables.

Requirements

Required Qualifications

• Minimum of 2 years of experience in accounts receivable, collections, billing, or a related accounting function.
• Experience conducting outbound collection calls and managing past-due customer accounts.
• Proficiency with accounting software and accounts receivable management systems.
• Strong Microsoft Excel skills, including pivot tables, reporting, and data analysis.
• Excellent written and verbal communication skills, including the ability to handle sensitive payment conversations professionally.
• Strong organizational skills and attention to detail.
• Ability to independently manage multiple accounts, prioritize collection activities, and meet deadlines.
• Strong problem-solving abilities and a commitment to accuracy.

Preferred Qualifications

• Previous experience in the HVAC, electrical, home services, or field services industry.
• Experience using ServiceTitan, particularly its accounts receivable and reporting functions.
• Familiarity with commercial collections processes and third-party collection agencies.
• Experience preparing AR aging reports, reconciliations, and financial performance summaries.