Collections Specialist

Kahana & Feld Llp•Irvine, CA

3d•Hybrid

About The Position

The Collections Specialist is responsible for managing the firm’s accounts receivable portfolio by partnering with attorneys, clients, and Finance personnel to facilitate the timely collections of outstanding receivables. This position serves as a trusted advisor to attorneys on collection strategies while maintaining positive client relationships and ensuring compliance with firm policies.

Requirements

Associate’s or Bachelor’s degree in Accounting, Finance, Business Administration, or related field, or equivalent combination of education and experience.
3-5+ years of collections or accounts receivable experience, preferably within a law firm or other professional services environment.
Experience managing high-volume collections portfolios and working directly with professionals or partners.
Strong knowledge of legal billing practices, accounts receivable, and collection best practices.
Excellent negotiation, customer service, and conflict-resolution skills.
Advanced proficiency in Microsoft Office, particularly Excel.
Experience with financial management systems such as Aderant Expert, or similar accounting software.
Strong analytical skills with the ability to interpret aging reports and financial data.
Excellent organizational skills with the ability to manage multiple priorities and meet deadlines.
Strong written and verbal communication skills.

Responsibilities

Manage an assigned portfolio of attorney and client accounts to reduce aged accounts receivable and improve collection performance.
Partner with attorneys and practice group leaders to develop and execute effective collection strategies while preserving client relationships.
Review and analyze aging reports to identify delinquent accounts, collection trends, and potential risks.
Contact clients regarding outstanding invoices through professional written and verbal communications.
Research and resolve billing discrepancies, payment disputes, unapplied cash, and client inquiries in collaboration with Billing Specialists and attorneys.
Document collection activities, client communications, payment commitments, and account status in the firm’s financial management system.
Monitor payment arrangements and follow-up to ensure commitments are fulfilled.
Coordinate with Billing, Accounts Receivable, and Client Accounting teams to resolve issues that may delay payment.
Prepare attorney collection reports, aging summaries, and portfolio analyses to support monthly review meetings.
Recommend accounts for escalation, payment plans, write-offs, or referral to outside collection agencies when appropriate.
Support month-end and year-end accounts receivable reporting and collection initiatives.
Ensure compliance with client billing guidelines, engagement terms, and firm collection policies.
Identify opportunities to improve collection processes and enhance operational efficiency.
Maintain strict confidentiality regarding client financial information and firm business matters.