Collections Administrator - Philadelphia - Staff

    Staff
    Staff Philadelphia

    3 days ago

    Description

    As a member of the Finance Department, the Collections Administrator provides senior level support for collection activities associated with outstanding/delinquent account receivables.
    ESSENTIAL FUNCTIONS:

    • Mentor staff on firm policies and procedures to ensure compliance.
    • Administer ARCS (Accounts Receivable Collections Software) daily.
    • Review and monitor assigned accounts, focusing on delinquent receivables.
    • Manage the accounts receivable portfolio to ensure timely collections.
    • Identify potential collection issues proactively and escalate unresolved or high-risk accounts to Finance leadership with documentation and recommendations.
    • Prioritize workload for maximum client coverage.
    • Collaborate with attorneys to optimize collection efforts.
    • Communicate with internal stakeholders (Partners, client teams) to enforce payment terms and escalate exceptions appropriately.
    • Maintain frequent contact with firm clients via phone, email, and written correspondence.
    • Respond promptly to client inquiries, providing invoices, billing details, and payment analysis as needed.
    • Investigate and resolve billing discrepancies (e.g., short payments, duplicates).
    • Act as liaison between client and firm to ensure timely resolution of discrepancies.
    • Update collection notes and schedule follow-ups in ARCS.
    • Monitor accounts for discounted payments and process approved write-offs.
    • Prepare and submit write-offs approved during meetings with senior management, Director of Collections, and billing attorneys.
    • Generate monthly collection performance reports for leadership.
    • Analyze trends in delinquent accounts and recommend process improvements.
    • Identify inefficiencies in collection workflows and propose automation or policy changes.
    • Participate in system upgrades and testing for ARCS/3E.
    • Develop training materials for new collectors and conduct onboarding sessions.
    • Partner with Client Intake and Billing teams to resolve systemic issues impacting collections.
    • Work closely with Finance, Billing, and Legal teams to align collection strategies with firm objectives.
    • Assist the Director of Collections with special assignments from the Office of General Counsel.
    ADDITIONAL FUNCTIONS:
    • Perform other collection responsibilities and special projects as required.
    QUALIFICATIONS (EXPERIENCE, KNOWLEDGE, SKILLS, AND ABILITIES):
    Education:
    • Bachelors' degree in business administration, accounting or related field or an equivalent combination of education and/or work experience.
    Experience:
    • Minimum five years of collections experience in a law firm (preferred) or professional services organization.
    Knowledge, Skills, & Abilities:
    • Experience with 3E and ARCS 3G required; Elite Enterprise and ARCS 2G a plus.
    • Strong mathematical and analytical skills with high attention to detail.
    • Advanced proficiency in Microsoft Excel (pivot tables, VLOOKUP, data analysis).
    • Exceptional oral and written communication and client service skills.
    • Ability to prioritize and manage high-volume work in a fast-paced environment.
    • Professional demeanor and ability to maintain confidentiality.
    • Ability to work independently and collaboratively.
    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.
    VISUAL ACUITY
    Worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading.
    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.
    This job description is not an exhaustive list of all functions that 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 of the essential functions of the position with or without a reasonable accommodation. If an accommodation request would cause an undue hardship or a safety concern, the individual may not be eligible for the position.
    Equal Opportunity Employer - vets, disability
    Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
    This employer is required to notify all applicants of their rights pursuant to federal employment laws.

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