Collections & Accounts Receivable Specialist in Seattle, Washington at AAA FIRE PROTECTION INC

Position Overview

Under the direct supervision of the Accounting Manager, the Accounts Receivable/Collections Specialist is responsible for managing customer accounts with outstanding balances and performing collection activities in accordance with company policies and procedures. This role plays a key part in maintaining healthy cash flow while delivering a high level of customer service and professionalism.

Key Responsibilities

• Proactively contact customers (individuals and businesses) to address outstanding balances and facilitate timely payment.
• Conduct consistent follow-up on delinquent accounts via phone, email, and written correspondence.
• Process and post customer payments, including credit card transactions, ACH payments, and other forms of remittance.
• Provide professional and courteous customer service while resolving payment issues and responding to billing inquiries.
• Investigate and resolve billing discrepancies by collaborating with internal teams (accounting, operations, billing).
• Negotiate payment arrangements and establish payment plans when appropriate, while adhering to company guidelines.
• Maintain accurate, detailed, and up-to-date records of all collection efforts and customer communications.
• Monitor aging reports and prioritize collection activities based on risk and account status.
• Partner with third-party collection agencies, including determining when accounts should be escalated for external collection efforts.
• Utilize accounting and ERP systems to track, manage, and report on accounts receivable activity.
• Support cash application processes, including posting credit card deposits and ACH payments.
• Assist with accounts payable tasks as needed, including matching vendor invoices to purchase orders and processing approved invoices.
• Contribute to process improvements within collections and receivables to enhance efficiency and effectiveness.
• Perform other duties and special projects as assigned.

Benefits

• Medical, Dental and Vision coverage, including some plans that are 100% employer paid
• 401K Retirement Plan with Company match
• 8 paid holidays off per year
• Paid Time Off (PTO) Plan
• Life Insurance
• Employee Assistant Program
• Company Paid Short- and Long-Term Disability Insurance
• $25.00 – $32.00 per hour, depending on experience

• High School Diploma or GED required; college-level coursework in accounting or an Accounting degree preferred.
• 1–3 years of experience in collections, accounts receivable, or general accounting preferred.
• Basic to intermediate computer skills, including proficiency in Microsoft Office (especially Excel) and accounting software systems.
• Strong mathematical and analytical skills with attention to detail and accuracy.
• Effective verbal and written communication skills, with strong grammar, spelling, and proofreading abilities.
• Ability to handle sensitive conversations professionally and maintain positive customer relationships.
• Strong organizational skills with the ability to manage multiple priorities and meet deadlines.
• Self-motivated with the ability to work independently and take initiative.
• Demonstrated sound judgment, problem-solving skills, and attention to detail.
• Flexibility and adaptability in a fast-paced environment.
• Ability to anticipate work needs and follow through with minimal supervision.