About the Role:

The Collections Coordinator supports the Billing and Collections team by managing email correspondence, processing invoices, and providing administrative support to collection consultants. Reporting directly to the Director of Billing and Collections, this role helps maintain organized records, ensure timely communication, and support the team’s day-to-day collection activities.

The ideal candidate is tech-savvy, highly detail-oriented, and capable of accurately interpreting written instructions and information received through email. This position requires strong organizational skills, sound comprehension, dependable follow-through, and the ability to learn industry-specific software quickly. The Collections Coordinator plays an important role in keeping administrative workflows efficient and ensuring that information is handled accurately and professionally.

Key Responsibilities

• Manage email correspondence related to billing, invoices, and collection activities, ensuring messages are reviewed and addressed promptly.
• Prepare, process, organize, and track invoices while maintaining accurate documentation and records.
• Provide administrative support to collection consultants, helping them manage documentation, correspondence, and routine collection-related tasks.
• Read, interpret, and follow written instructions carefully to ensure requests are handled accurately and completely.
• Review email communications to identify required actions, deadlines, supporting information, and appropriate next steps.
• Maintain organized digital files and records to ensure billing and collection information is accessible and up to date.
• Follow up on outstanding administrative tasks and requests to help ensure timely completion.
• Communicate professionally with internal team members and external contacts as needed to clarify information and resolve routine administrative questions.
• Learn and use industry-specific software and digital tools to support billing, invoicing, and collection workflows.
• Expect to spend approximately 0–25% of the shift on the phone, with most responsibilities focused on email communication, invoice processing, and administrative support.

Qualifications & Skills

Important Skills:

• Excellent attention to detail when reviewing emails, processing invoices, maintaining records, and completing administrative tasks.
• Strong reading comprehension and the ability to understand written directives, extract relevant information, and identify required actions.
• Effective written communication skills, including the ability to compose clear, professional, and accurate email responses.
• Strong organizational skills and the ability to manage multiple requests, documents, and deadlines.
• Basic understanding of invoicing, billing administration, or collections support is beneficial.
• Proficiency with email platforms, spreadsheets, document management tools, and general office software.
• Ability to learn new industry-specific software and adapt to changing systems and workflows.
• Strong time management and prioritization skills to ensure tasks are completed accurately and on schedule.
• Ability to maintain confidentiality when handling financial information, invoices, and collection-related records.
• Professional communication and interpersonal skills for collaborating with collection consultants and other team members.

Ideal Personality & Mindset:

• Highly detail-oriented: Carefully reviews information and verifies accuracy before completing tasks or responding to requests.
• Strong comprehension: Understands the intent of written instructions and emails, identifies what information is needed, and takes the appropriate action.
• Organized and methodical: Maintains orderly records, tracks outstanding tasks, and follows consistent processes.
• Proactive and dependable: Takes ownership of assignments, follows up when needed, and ensures tasks are completed without constant reminders.
• Tech-savvy and adaptable: Learns new systems quickly and uses technology effectively to support daily responsibilities.
• Accountable: Follows instructions carefully, meets deadlines, and communicates promptly when information is unclear or an issue arises.
• Service-minded: Provides responsive, professional support to collection consultants and other team members.
• Focused and efficient: Manages recurring administrative responsibilities while maintaining accuracy and productivity.
• Collaborative: Works constructively with the Billing and Collections team to keep workflows organized and support shared goals.
• Professional and discreet: Handles financial information responsibly and maintains confidentiality in all communications.

Tools & Technologies

• Email and calendar platforms
• Invoice processing and billing systems
• Spreadsheets and office productivity applications
• Digital file storage and document management systems
• Collections management software
• Industry-specific software and internal business tools

Skills requirements:

• Excellent English verbal and written communication
• Strategic thinker
• Writing and documentation skills
• Must be able to prioritize work
• Courteous and friendly
• Organized and has great attention to detail and quality assurance
• Ability to build trust
• Ability to work independently and manage multiple priorities
• Phone communication skills
• Other skills as required

Software requirement:

• Licensed OS

Hardware requirements:

• 5 MBPS or higher Internet (hardwired / not WIFI). If you don’t have 5 MBPS then you must agree to if selected.
• Private and quiet dedicated home office area
• Modern computer and operating system
• Back-ups in case of power or Telco interruptions
• Good headset and webcam (Preferably noise-canceling headset)

Work Schedule & Environment

• Working days: Monday–Friday
• Working hours: 8:00 AM–5:00 PM CST
• Department: Billing and Collections
• Reporting to: Director of Billing and Collections
• Work arrangement: Remote
• The role primarily involves email communication, invoice processing, documentation, and administrative coordination. Strong written comprehension, attention to detail, and reliable follow-through are essential to maintaining efficient daily operations.

Compensation

• $5/hour.
• All raises and bonuses are at the discretion of the client.