Accounts Receivable / Collections Administrator

Loopstra Nixon LLP•Toronto, ON

1d•CA$65,000 - CA$75,000•Onsite

About The Position

Loopstra Nixon LLP is seeking an experienced Accounts Receivable / Collections Administrator to join their team. The successful candidate will play a key role in the financial operations of the Firm by managing and following up on outstanding client accounts. This role requires a proactive and professional approach to collections, with regular communication with clients, lawyers, and internal stakeholders. We are looking for a detail-oriented individual with strong communication and organizational skills who can effectively manage competing priorities while helping to ensure timely payment and minimize financial risk.

Requirements

3–5 years of experience in accounts receivable, collections, or a related finance or accounting role, preferably within a professional services environment.
Strong verbal and written communication skills, with the ability to interact professionally and effectively with clients, lawyers, and internal stakeholders.
Excellent organizational and time-management skills with strong attention to detail.
Sound judgment and the ability to handle sensitive financial matters with professionalism and discretion.
Proven ability to manage multiple priorities and follow through on outstanding matters in a timely manner.
Proficiency with financial and accounting software.
Proficiency in Microsoft Office Suite, particularly Excel and Outlook.
Ability to work independently, take initiative, and contribute effectively as part of a collaborative team.

Nice To Haves

Experience with ProLaw and/or Aderant is considered an asset.

Responsibilities

Monitor the Accounts Receivable inbox, track aging receivables, and follow up with clients whose accounts are overdue or outside agreed-upon payment terms.
Proactively communicate with clients by phone and email to secure payment and establish or negotiate payment arrangements, as required.
Respond promptly and professionally to client inquiries regarding outstanding balances and payment processes.
Collaborate with lawyers and clerks to review outstanding accounts and prioritize collection and escalation efforts.
Identify potential risk accounts and collection issues and escalate them to the CFO as appropriate.
Maintain accurate and up-to-date records of all collection activities and client communications.
Prepare and distribute Accounts Receivable status reports for assigned lawyers and participate in meetings to discuss outstanding accounts and collection strategies.
Submit approved write-offs for processing in accordance with Firm policies and procedures.
Complete select client-related tax forms, including W-8IMY forms, as required.
Participate in ongoing initiatives to improve Accounts Receivable processes, tools, and collection strategies.