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Collections Specialist

OklahomaOnsiteFull TimePosted 2 months ago

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Required skills

  • collections
  • account management
  • lien filing
  • lien waivers
  • customer inquiries
  • disputed invoices
  • SOX
  • Microsoft Office
  • Pivot Tables
  • Macros

Nice to have

  • ERP systems
  • Financial & Operations

Role summary

The Collections Specialist is responsible for managing a portfolio of accounts to ensure timely payment and minimize outstanding balances. This role involves proactive collections outreach, managing customer inquiries and disputes, and maintaining strong client relationships. Key responsibilities include monitoring account aging, initiating collections via phone and email, escalating accounts as needed, and managing the lien filing and waiver process. The specialist will also coordinate with internal departments to resolve invoice disputes and liaise with the legal team on escalated cases. Accurate documentation in Microsoft Dynamics 365 CRM and adherence to SOX requirements are essential. The role requires strong attention to detail, organizational skills, and the ability to work autonomously.

Meriton is a national team of experts driving HVAC innovation through a network of high-performing companies. From strategy and support to systems and solutions, we work behind the scenes to strengthen operations and build value—for our partners and our people.

If you’re looking to make an impact, we’re glad you’re here. At Meriton, you’ll join a team that believes in big ideas, doing great work, and building careers that matter—every step of the way.

Position Description

Job Title: Collections Specialist

Reports To: Credit & Collections Supervisor

FLSA Status: Exempt

Location: Oklahoma City, OK

Summary:

The Collections Specialist is a proactive and detail-oriented professional responsible for managing a dedicated portfolio of accounts to ensure timely payment and minimize outstanding balances. This role requires a high degree of autonomy, as you will manage your daily workflow and prioritize tasks to meet deadlines and key performance indicators. You will be the primary point of contact for customer inquiries and disputes, working collaboratively to resolve issues and maintain strong client relationships.

Essential Duties and Responsibilities:

Collections & Account Management:

  • Monitor assigned customer accounts for open balances and aging status.
  • Initiate and document collections outreach via phone and email, adhering to a defined cadence for follow-up.
  • Escalate accounts approaching exceeded aging to senior staff and local leadership.
  • Ensure that no account reaches or remains within the company’s standard aging bucket without proper documentation and approval.

    • Lien & Legal Process:

  • Initiate and track the lien filing process via lien software to protect the company's rights.
  • Prepare and issue conditional and unconditional lien waivers, ensuring a high accuracy.
  • Maintain proper records of waivers, releases, and lien filings for audit readiness.

    • Communication & Collaboration:

  • Serve as the direct contact for customer inquiries and follow up on tickets to ensure a timely resolution.
  • Coordinate with billing and service departments to resolve disputed invoices or misapplied payments.
  • Participate in weekly and monthly meetings with local and central teams to review portfolio aging trends and high-risk accounts.
  • Liaise with the legal team on enforcement and escalation of collections cases.

    • Compliance & Reporting:

  • Ensure all customer interactions and follow-ups are meticulously documented in the Microsoft Dynamics 365 CRM.
  • Provide daily status updates and share exceptions with the working capital team.
  • Assist with month-end close by ensuring all lien statuses and waiver issuance are up to date.
  • Maintain local records in alignment with SOX requirements.

    • Other Duties

  • Regular, consistent and necessary to meet the needs of the business
  • Performs other duties and responsibilities as assigned
  • Must conduct self in an ethical, legal, and responsible manner at all times
  • Must adhere to the policies, principles, and guidance within the Employee Handbook and Code of Conduct

    • Competencies

    Elevated professionalism which demonstrates tempered emotions, empathy, positive intent, and integrity in all interactions.

  • Excellent communication and interpersonal skills with the ability to build strong relationships across all levels of the organization. Strong verbal and written communication skills
  • Ability to effectively communicate and present information one-on-one and in group situations, and outside of the company.
  • Ability to solve practical problems and manage a variety of variables in situations and with problems where only limited information or standardization exists
  • Strong attention to detail
  • Ability to work in a fast-paced environment
  • Must be a self-starter, independent, and strong organization skills, with the ability to manage multiple priorities and deadlines at any given time
  • Ability to establish and build effective working relationships with colleagues and staff.

    • Education/Experience:

  • Associates degree and/or 3+ years of experience in collections
  • Strong experience with ERP systems, particularly Financial & Operations, is a plus.
  • Demonstrated ability to work autonomously and manage a high volume of work.
  • Proficiency with Microsoft Office, including Pivot Tables and Macros, for data analysis.
  • Familiarity with ticketing/case management systems is required.

    • Employment practices will not be influenced or affected by an applicant’s or employee’s race, color, religion, sex (including pregnancy), national origin, age, disability, genetic information, sexual orientation, gender identity or expression, veteran status or any other legally protected status. Reasonable accommodations will be made for qualified individuals with disabilities unless doing so would result in an undue hardship.

    Salary ranges listed are dependent upon a candidate’s qualifications, experience, internal equity, and the budgeted amount for the specific role and location.

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