The Collection Assistant will assist attorneys and paralegals with the firm’s homeowner’s association practice. This individual will be responsible for assisting the HOA team with all aspects of the practice. This individual will be responsible for collecting delinquent assessments for homeowners associations, including meeting with homeowners who come into the office, discussing payment arrangements with delinquent homeowners, negotiating payment plans, processing payments, updating the appropriate account information, and forwarding payments as necessary.
- Correspond with homeowners and property managers on the phone regarding delinquent assessment dues.
- Negotiate, draft, and monitor payment plans and status reports.
- Prepare payment receipts, process payments.
- Meet with property owners.
- Determine amounts due.
- Assist paralegals and legal assistants with various tasks as needed.
- Input information into file database and case management system, maintain client files.
- Edit, proof read, and analyze documents.
- Analyze and synthesize complex or diverse information; collect and research data.
- Draft routine correspondence, various legal reports, and other documents.
- Draft correspondence to and communicate with property managers and property owners.
- Input billable time entries accurately, timely, and in compliance with firm and client billing guidelines.
- Perform general clerical duties such as prepare mailings, check requests, expense reports, and submit payments and invoices for processing.
- Provide back-up support to the receptionist and other team members as necessary.
- Maintain database information.
- Complete special projects and other assignments as requested.
KNOWLEDGE, SKILLS, AND ABILITIES:
- Strong ability to multi-task; high level of time-management skills.
- Attentive to details with good follow through and follow up, possess the ability to anticipate what needs to be done.
- Superior verbal and written communication skills; excellent proofreading skills.
- Ability to effectively interact and communicate with others, both externally and internally all organizational levels and locations.
- Strong knowledge of MS Office applications, including Word, Excel, PowerPoint, and Outlook; Ability to learn and effectively utilize various computer applications and other forms of technology.
- Ability to maintain a customer/client focus and build rapport with others inside and outside the firm.
- Firm but courteous telephone manner when dealing with delinquent accounts.
- High level of professionalism; maintain confidential information.
- Proven ability to take initiative in order to meet client/customer needs.
- Work independently with minimal supervision.
- Ability to adapt to changing priorities and remain calm in high pressure situations.
TRAINING AND EXPERIENCE:
- Minimum High School Diploma or equivalent.
- Bachelor’s Degree or Paralegal Certificate preferred.
- A minimum of two to three years experience in a similar position, collections experience preferred.
- May be required to act as a Notary Public.
PHYSICAL AND ENVIRONMENTAL CONSIDERATIONS:
- This is an indoor office environment and may require sitting and utilizing a computer for extended periods of time.
- May be required to move items up to 20 pounds.
- Overtime may be required to complete certain projects and meet deadlines.
- Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.