Collections Specialist

ON TOP ROOFING INC•Centerville, UT

2d•Onsite

About The Position

The Collections Specialist will be a critical member of the Finance/Accounting team, responsible for managing the accounts receivable collection process across all company locations and projects. The ideal candidate will have a proven track record in commercial collections, preferably within the construction or roofing industry, and possess a strong understanding of the unique billing and payment cycles associated with construction contracts, including lien laws and retainage. This role requires a professional, persistent approach to debt recovery while preserving positive client and customer relationships. At On Top Roofing, we are driven by a commitment to quality craftsmanship and exceptional service. Over the past 24 years, we've built a team of highly trained master artisans and applicators who deliver truly unique, unrivaled work. Our dedication to excellence is reflected in every project, large or small, as we focus on providing prompt, friendly, and efficient service for every customer. We grow our business based on a simple yet powerful principle: treating each customer like our only customer. This approach has allowed us to continuously exceed expectations, building lasting relationships along the way. We value our employees and offer a comprehensive benefits package designed to support their health, financial security, and work-life balance. Full-time employees enjoy competitive compensation along with a range of benefits, including: Medical, Dental, and Vision Plans to ensure the well-being of you and your family. Health Savings Account (HSA) with a company contribution to help manage your healthcare costs. 401(k) Plan with a generous company match to help you plan for a secure future. Paid Time Off for sick days, vacation, company holidays, and more to give you the flexibility you need to recharge and take care of personal matters. Our executive office is in the Salt Lake City Metro area, providing easy access to the heart of the region. We are committed to making reasonable accommodations to enable individuals with disabilities to perform the essential functions of their roles. On Top Roofing is an at-will employer, focused on fostering a positive, supportive work environment where our employees can thrive and grow. On Top Roofing is an equal opportunity employer.

Requirements

High School Diploma or GED required; Associate's or Bachelor's degree in Accounting, Finance, or Business Administration preferred.
3+ years of experience in a commercial or business-to-business (B2B) collections role is required.
Proficient in Microsoft Office Suite (especially Excel, including pivot tables and VLOOKUPs) and experience with an ERP/Accounting software and/or CRM system used in the construction industry.
Exceptional communication, negotiation, and conflict resolution skills with a professional demeanor.
High attention to detail, strong organizational skills, and the ability to manage multiple priorities and deadlines.

Nice To Haves

Direct experience working for a construction company, general contractor, or trade subcontractor (like roofing) is a significant advantage.
Demonstrated understanding of construction billing cycles, including AIA forms, retainage, and lien/claim rights.

Responsibilities

Monitor customer account balances and aging reports daily and weekly to identify and prioritize delinquent accounts across multiple locations.
Initiate timely contact with commercial clients, contractors, and residential customers via phone, email, and written correspondence to follow up on overdue invoices and secure payment.
Negotiate and document payment plans or alternative arrangements while adhering to company policies and legal regulations.
Process customer payments and reconcile customer accounts, ensuring accurate application of funds.
Investigate and resolve payment discrepancies, billing disputes, and short-pays promptly and professionally.
Demonstrate familiarity with construction-specific billing documents, such as AIA G702/G703 Applications for Payment and Schedule of Values.
Understand and manage collection issues related to retainage (or "holdback") on commercial projects.
Execute collection efforts in compliance with federal and state debt collection laws, with preferred knowledge of Mechanic's Lien and Bond Claim procedures relevant to the construction industry.
Coordinate with Project Managers, Estimators, and Sales teams across various locations to clarify project status and contract terms to support collection efforts.
Maintain accurate, detailed, and up-to-date records of all collection activity, payment arrangements, and customer communications within the company’s accounting and CRM systems ([e.g., Sage Intacct, AccuLynx, etc.]).
Prepare and present weekly/monthly Accounts Receivable and Collections status reports, detailing aging breakdown, Days Sales Outstanding (DSO), and high-risk accounts.
Recommend accounts for escalation to management, legal counsel, or third-party collection agencies when internal efforts are exhausted, ensuring all necessary documentation is in place.
Contribute to the continuous improvement of collections processes and policies to enhance efficiency and cash flow.