Resident Services AR Collections Specialist

Millrun at Union; Union (NJ); On-site; USD 45,000 - 65,000; Full time

Job summary

Millrun at Union is seeking a highly organized Resident Services/Accounts Receivable Specialist to manage rent collection, payment processing, delinquency management, and move-out activities for a large 1,200-unit community in Union, NJ. The role supports the Property Manager and leasing team with administrative and resident-service tasks.

The ideal candidate will handle AR, security deposits, HAP administration, and compliance while maintaining accurate records and coordinating with banking

Qualifications

• Strong working knowledge of accounts receivable and collections processes.
• Ability to respond to tenant payment inquiries across multiple channels.
• Experience with move-in/move-out, security deposits, and refunds.
• Familiarity with legal collection activities and eviction processes.
• Maintain accurate records of all collection activities and correspondence.
• Understand and apply Fair Housing Laws and internal policies.

Responsibilities

• Post AR payments and charges daily.
• Travel to banks for deposits and run errands as needed.
• Respond to escalated tenant inquiries via in-person, phone, email, or chat.
• Develop and implement rent-collection strategies.
• Prepare late notices and collection communications.
• Oversee security deposits and escrow reconciliations.
• Audit HAP accounts and coordinate with agencies.

Skills

Accounts Receivable

Collections

Payment Processing

Customer Service

Communication

Document & Record Keeping

Compliance & Policies

Job description

Large and fast-paced 1,200-unit residential community is seeking a highly organized and detail-oriented Resident Services/Accounts Receivable Specialist. This position plays a critical role in the property's financial and resident operations, with primary responsibility for rent collection, payment processing, delinquency management, resident account accuracy, move-out processing, security deposit dispositions, and coordination of legal collections activities. The position also provides administrative and resident-service support to the Property Manager and leasing team.

The ideal candidate will have a strong working knowledge in the following areas:

Accounts Receivable & Collections

• Review and post all Accounts Receivable "AR" payments and charges/fees daily (both electronic and manual).
• Travel to local banks for manual deposits and company errands as needed.
• Respond to escalated tenant payment inquiries via in-person, phone, email, and chat.
• Develop and implement collection strategies to recover outstanding debts.
• Prepare and distribute late notices and collection correspondence per company policy.
• Monitor and initiate legal proceedings related to rent collection and evictions.
• Process and report bad debt accounts to collection agencies monthly.
• Negotiate payment plans, settlements, or other approved resolutions.
• Maintain accurate records of all collection activities.

Security Deposit & Account Management

• Manage pre- and post-move-out inspections; apply damage charges accordingly.
• Oversee Security Deposit escrow accounts in collaboration with Corporate Accounting.
• Prepare former residents' security deposit dispositions accurately and promptly.
• Ensure timely processing of refunds and owner distributions within predefined deadlines.
• Reconcile deposit records with Corporate Accounting Department monthly.
• Ensure proper posting and collection of all fees (late, legal, pet, damage, lock-out, etc.).

Housing Assistance Program ("HAP") Administration

• Distribute bulk rental assistance payments to the appropriate individual tenant accounts with accuracy and timeliness.
• Complete annual HAP tenant recertifications to ensure compliance with agency guidelines.
• Audit HAP tenant accounts to maintain up-to-date and accurate contract documentation.
• Coordinate with housing agencies and maintain relationships with agency administrators.
• Meet hard recurring deadlines on annual re-certification tasks for all HAP accounts.

Compliance & Communication

• Conduct all activities in accordance with Fair Housing Laws and company policies.
• Maintain confidentiality and handle financial data responsibly.
• Prepare and present regular reports on collections status and financial activities to management.
• Attend required meetings, training sessions, and resident events.

General Support

• Assist with phone coverage and service ticket submissions as needed.
• Provide customer service in the absence of forward-facing customer service agents.
• Perform additional tasks as assigned by management.