Collections Specialist

AIR Control Concepts; Norfolk (VA); Remote; USD 55,000 - 65,000; Full time

Benefits offered by this job

401(k) with employer match (immediate

Medical - HDHP & PPO options

Dental and Vision

HSA with employer matching

FSA & Limited FSA

Paid Time Off

Paid Company Holidays

Short-term Disability

Long-term Disability

Referral Bonus Opportunities

Job summary

AIR Control Concepts is seeking a Collections Specialist to manage the organization’s cash flow by driving timely collections and supporting AR functions. The role emphasizes proactive outreach to past-due accounts and resolving billing disputes while maintaining strong customer relationships.

Responsibilities include daily collection efforts, reconciliation, and process improvements in collaboration with sales, project management, and customer service teams.

Qualifications

• Associate degree in finance or accounting required; bachelor’s preferred.
• 3–5 years of B2B collections experience with a track record of reducing past-due balances.
• Strong communication and negotiation skills; ability to stay professional under pressure.
• Familiarity with AR aging, DSO metrics, and reconciliation processes.
• Experience with Oracle, FACTS or similar accounting software.

Responsibilities

• Own AR aging; contact past-due accounts and document each contact until payment is received.
• Make daily collection calls, follow up on invoices, and secure firm payment commitments.
• Investigate discrepancies, disputes, and short payments; coordinate with internal teams to clear roadblocks.
• Negotiate payment plans within guidelines and monitor compliance.
• Identify high-risk accounts and prepare escalation paperwork as needed.
• Track collections activity, aging trends, and DSO to reduce overdue balances.
• Process incoming payments and reconcile customer accounts; maintain accurate records.

Skills

Collections

Communication

Negotiation

Account reconciliation

Attention to detail

Education

Associate degree in finance or accounting

Tools

Oracle

FACTS

Job description

Job Title: Collections Specialist (Collections 80% / Accounts Receivable 20%)
Job Location: Norfolk VA or Remote
FLSA Status: Exempt
Salary Range: $55-65k

About

AIR Control Concepts is more than just a collection of firms, we are a community of forward-thinking experts committed to excellence, innovation, and collaboration. With a focus on commercial HVAC representation, we bring together esteemed entities from diverse regions, each boasting decades of invaluable experience. We understand that success in the HVAC industry goes beyond individual accomplishments. That's why we believe in the power of unity and collaboration. By leveraging our collective assets, knowledge, and resources, we empower our member firms to deliver unparalleled service, safety, and efficiency to clients across healthcare, commercial, and residential sectors.

Check out our website:

Job Description

The Collections Specialist plays a crucial role in maintaining the financial health of the organization by driving the timely collection of outstanding invoices. The primary focus of this role, approximately 80%, is proactive collections. This includes daily outreach to customers on past‑due balances, following up persistently until payment commitments are secured, negotiating payment arrangements when appropriate, and escalating high‑risk accounts before they become losses. The remaining 20% supports core accounts receivable functions such as payment processing, account reconciliation, and record maintenance. The specialist will work closely with the sales, project management, and customer service teams to resolve billing disputes that are holding up payment and to keep customer relationships strong throughout the collections process. By analyzing aging data and payment trends, the specialist will contribute to strategies that improve cash flow, reduce DSO, and shrink the past‑due portfolio. Ultimately, this role is vital for protecting the company's cash position while preserving positive, professional relationships with our customers.

Essential Duties and Responsibilities

Collections (approximately 80%)

• Own the accounts receivable aging report, contacting every past‑due account promptly and following a consistent outreach cadence until payment is received.
• Make daily collection calls and send follow‑up communications on outstanding invoices, securing firm payment commitments and documenting each contact.
• Investigate and resolve billing discrepancies, disputes, and short payments that are delaying collection, partnering with internal teams to clear roadblocks.
• Negotiate payment plans within company guidelines and monitor compliance with committed arrangements.
• Identify high‑risk and chronically delinquent accounts, recommend escalation steps, and prepare documentation for further action when necessary.
• Track and report on collections activity, aging trends, and DSO, and contribute to strategies that reduce overdue balances.

Accounts Receivable (approximately 20%)

• Process incoming payments, including checks, credit card transactions, and electronic transfers, and apply them accurately to customer accounts.
• Reconcile customer accounts and resolve unapplied or misapplied payments.
• Prepare and maintain accurate records of all transactions and customer communications.
• Support billing process improvements in collaboration with internal teams.

Experience and Requirements

• Associate's degree in finance, accounting, or a related field required; bachelor's degree preferred.
• 3-5 years of B2B collections experience with a track record of reducing past‑due balances; accounts receivable experience preferred.
• Strong, professional communication and negotiation skills with the persistence to follow accounts through to resolution.
• Ability to remain firm, tactful, and customer‑focused in difficult payment conversations.
• Strong understanding of accounting principles and practices.
• Experience with accounting software such as Oracle, FACTS, or similar platforms.
• Familiarity with financial reporting and analysis, including AR aging and DSO metrics.
• Certification in credit and collections or accounts receivable a plus.

Benefits

• 401(k) with employer match (immediate vesting)
• Medical – HDHP & PPO options, Dental and Vision
• HSA with employer matching contributions
• FSA & Limited FSA
• Employer Paid Life/AD&D Insurance
• Voluntary Life Insurance Plans
• Paid Family Leave
• PTO
• Paid Company Holidays – 10Days
• Employer Paid Short‑term Disability
• Long‑term Disability
• Referral Bonus Opportunities
• Other voluntary fringe benefits

The Companyprovidesequal employmentopportunityin accordance withapplicable laws and prohibits discrimination and harassment. Employment decisions are based on business needs and qualifications.The Companycomplies withdisability laws and provides reasonableaccommodationstoqualified individuals.