Collections Specialist

Operating Company: AIR Control Concepts

Location: Norfolk, VA or Remote

FLSA Status: Non-Exempt

Salary Range: $55,000-$65,000 annually

About AIR Control Concepts

AIR Control Concepts is more than just a collection of firms, we are a community of forward-thinking experts committed to excellence, innovation, and collaboration. With a focus on commercial HVAC representation, we bring together esteemed entities from diverse regions, each boasting decades of invaluable experience.

We understand that success in the HVAC industry goes beyond individual accomplishments. That's why we believe in the power of unity and collaboration. By leveraging our collective assets, knowledge, and resources, we empower our member firms to deliver unparalleled service, safety, and efficiency to clients across healthcare, commercial, and residential sectors.

Click here to view our website: AIR Control Concepts

Job Description

The Collections Specialist plays a crucial role in maintaining the financial health of the organization by driving the timely collection of outstanding invoices. This role is focused on proactive collections, including daily outreach to customers on past-due balances, persistent follow-up until payment commitments are secured, negotiating payment arrangements when appropriate, and escalating high-risk accounts before they become losses.

The specialist will work closely with sales, project management, and customer service teams to resolve billing disputes that are holding up payment while maintaining positive customer relationships. By analyzing aging data and payment trends, the specialist will contribute to strategies that improve cash flow, reduce DSO, and shrink the past-due portfolio. Ultimately, this role is vital for protecting the company's cash position while preserving positive, professional relationships with our customers.

Essential Duties and Responsibilities

• Own the accounts receivable aging report, contacting every past-due account promptly and following a consistent outreach cadence until payment is received.
• Make daily collection calls and send follow-up communications on outstanding invoices, securing firm payment commitments and documenting each contact.
• Investigate and resolve billing discrepancies, disputes, and short payments that are delaying collection, partnering with internal teams to clear roadblocks.
• Negotiate payment plans within company guidelines and monitor compliance with committed arrangements.
• Identify high-risk and chronically delinquent accounts, recommend escalation steps, and prepare documentation for further action when necessary.
• Track and report on collections activity, aging trends, and DSO, and contribute to strategies that reduce overdue balances.
• Additional duties may be assigned as needed to support business operations; however, such duties will be reasonable, job-related, and consistent with the scope, level, and classification of the position.

Experience and Requirements

Required

• Associate's degree in finance, accounting, or a related field.
• 3-5 years of B2B collections experience with a track record of reducing past-due balances.
• Strong, professional communication and negotiation skills with the persistence to follow accounts through to resolution.
• Ability to remain firm, tactful, and customer-focused in difficult payment conversations.
• Strong understanding of accounting principles and practices.
• Experience with accounting software such as Oracle, FACTS, or similar platforms.
• Familiarity with financial reporting and analysis, including AR aging and DSO metrics.

Preferred

• Bachelor's degree in finance, accounting, or a related field.
• Certification in credit and collections or a related area.

Benefits

We offer a competitive and comprehensive benefits package, including:

• Health & Wellness – Medical, dental, vision, and life insurance coverage to support your well-being.
• Financial Security – 401(k) retirement plan with company match and short/long-term disability coverage.
• Work-Life Balance – Paid time off (PTO), paid holidays, and an employee assistance program (EAP).
• Professional Development – Ongoing training opportunities and support for continuing education.

The Company provides equal employment opportunity in accordance with applicable laws and prohibits discrimination and harassment. Employment decisions are based on business needs and qualifications. The Company complies with disability laws and provides reasonable accommodations to qualified individuals.