Collections Specialist

Greenberg Traurig•Phoenix, AZ

3d•Hybrid

About The Position

The Collections Specialist is responsible for the accurate and efficient preparation of invoices for various Billing Attorneys and supports the firm’s collection process. The role interacts with attorneys, clients, and staff; assists with collections, accounts receivable analysis, electronic billing invoice rejections and resubmissions, credit and retainer refunds, and client calls as needed. The position is based in Greenberg Traurig’s Phoenix office on a hybrid basis and reports to the Collections Supervisor. Overtime may be required as needed.

Requirements

Excellent oral and written interpersonal and communication skills, professional demeanor, and presentation, including active listening and the ability to convey information clearly.
Ability to prioritize workload and adapt to a fast-paced, high-pressure environment while meeting strict deadlines and business goals.
Highly motivated, self-starting, able to work with minimal supervision, and proactive and team-oriented.
High attention to detail, strong organizational skills, and effective time management.
Analytical and strong problem-solving skills, initiative, good judgment, and excellent follow-up skills.
Proactive in identifying accounting issues and providing solutions.
Bachelor’s degree or equivalent experience in Accounting, Finance, or a related field is preferred.
At least three years of collections experience.
Exceptional computer skills and ability to learn new software applications quickly.
Proficiency with Windows-based software; strong Excel skills preferred.
Understanding of AI capabilities, limitations, and responsible use in a professional environment.
Must be flexible to work overtime as needed.
Ability to move around the work area, sit for extended periods, and use manual dexterity to operate a phone, enter computer data, handle objects, and use office equipment.

Nice To Haves

Collections experience in professional services, preferably legal, accounting, insurance, or healthcare.
Experience with Aderant software, Concur, Prebill Viewer, and Ebilling Hub.
Strong Excel skills.
Familiarity with, or willingness to learn, firm-approved AI tools such as Copilot, ChatGPT, or similar platforms.

Responsibilities

Manage daily collection efforts, including reviewing inventory and consulting with attorneys about accounts receivable issues and collection strategies.
Perform accounting functions, including accounts receivable and billing.
Communicate accounts receivable information to office and firm management proactively and efficiently.
Process client bills using Pre-bill Viewer and Aderant software.
Submit electronic client invoices and accruals through e-billing websites.
Research and respond to accounting and billing questions, communicating with clients as needed.
Review and edit pre-bills in response to requests from attorneys and legal support specialists.
Analyze client balances and ledgers, including payments and applications.
Apply and reapply deposits, retainers, and unapplied cash.
Assist with client refunds.
Review client accounts receivable balances and coordinate collection communications with the Billing Attorney, Business Director, or Revenue Director.
Develop and prepare collection and accounts receivable reports and account reconciliations.
Enter and maintain collection notes in the Dashboard/Aderant Collection system.
Assist with the yearly internal audit, including researching credits, initiating refunds, and updating collection notes.
Assist with special projects, ad hoc reports, and other activities, and perform additional assigned duties.