A/R COLLECTIONS SPECIALIST

Job Description

Accounts Receivable Collections Specialist

REPORTS TO:  Accounts Receivable Collections Manager

CLASSIFICATION:  Non-Exempt

SUMMARY

Trilogy Medwaste is a regulated medical waste company operating across multiple states, and we are growing largely through acquisition. This role sits at the center of that growth.

The Accounts Receivable Collections Specialist owns a defined portfolio of customer accounts and is accountable for converting billed revenue into cash. All of the portfolio is steady-state AR billed through Trilogy's proprietary waste-management billing platform Navusoft.

This is not a scripted call-center collections seat. You will be given a portfolio, clear targets, and the latitude to resolve problems directly with customers, sales, and operations.

PRIMARY JOB DUTIES/RESPONSIBILITES

Collections execution

• Work an assigned aging report daily; contact delinquent accounts by phone and email and document every contact, commitment, and outcome
• Negotiate and establish payment arrangements within approved authority limits; escalate terms outside those limits to the A/R Collections Manager
• Conduct timely, scheduled follow-up on every payment commitment
• Recommend accounts for escalation, hold, service suspension, or third-party placement, with supporting documentation

Acquired-entity AR resolution

• Work legacy receivable balances from newly acquired companies where invoices, service records, or contract terms may be incomplete or inconsistent with Trilogy's systems
• Partner with Operations and Billing to reconstruct service documentation needed to support collection of inherited balances
• Identify and quantify uncollectible legacy balances early and surface them to Accounting with supporting rationale, so reserve estimates reflect reality rather than optimism
• Transition acquired customers onto Trilogy invoicing, payment channels, and terms

Dispute and root-cause resolution

• Research and resolve customer disputes — billing errors, rate discrepancies, missed or disputed service, contract term conflicts
• Log the root cause of each dispute, not just the resolution, and flag recurring patterns to Billing and Operations so the same dispute stops recurring
• Coordinate with Sales on at-risk and credit-hold accounts before customer relationships are damaged

Account administration and controls

• Maintain complete, current credit and collections files and notes for each assigned account
• Apply knowledge of cash applications to identify and clear misapplied payments, unapplied cash, and short pays
• Accept customer card payments by phone in accordance with Trilogy's PCI-DSS handling procedures; never record, store, or transmit cardholder data outside approved systems
• Respond to internal and external inquiries on account status

Communication

• Communicate professionally with customers with the objective of collecting the balance and retaining the relationship
• Provide clear, timely updates to the A/R Collections Manager, Accounting, and Sales on portfolio status, risks, and expected cash timing

REQUIRED QUALIFICATIONS

•    High school diploma or equivalent

•    Minimum 3 years of business-to-business (commercial) AR collections experience

•    Demonstrated experience working an aging report independently and managing a portfolio to a target

•    Experience with cash applications and payment research

•    Intermediate Excel (sorting, filtering, pivot tables, basic lookups) and working proficiency in Outlook and Word

•    Strong written and verbal communication; able to hold a firm collections conversation without escalating it

•    Comfortable with business arithmetic — percentages, averages, aging calculations, payment-plan math

PREFERRED QUALIFICATIONS

•    Experience collecting AR in a multi-entity or post-acquisition environment

•    Experience in an ERP or industry-specific billing platform (Trilogy uses Navusoft)

•    Experience in healthcare services, waste, environmental services, or another route- or service-based industry

•    Associate's degree or higher in accounting, finance, or business

•     Experience with dispute root-cause tracking or AR process improvement

EXPECTED HOURS OF WORK

•    Able to work an agreed upon standard schedule

•    Additional hours as job duties demand

TRAVEL - OTHER

•    Travel to domestic Trilogy facilities when necessary (less than 10%)

•    Must have a current, valid driver's license

•    Able to be insurable under our company's liability insurance policy

WORK CONDITIONS

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Environment and Physical Effort

•    Standard business hours, Monday through Friday.

•    Office-based role; extended periods of computer and phone work

•    Occasional additional hours may be required at month-end and quarter-end; all hours over 40 in a workweek are paid at the overtime rate

•    Travel to domestic Trilogy facilities is occasional and less than 10%

•    Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of this job

Other Duties:  Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job.  Duties, responsibilities, and activities may change at any time with or without notice.

Trilogy offers Competitive pay plus incentives with paid-time off and amazing benefits, including access to medical, dental, vision insurance, company-paid life and disability, 401(k) savings plan with company match, and other wellness offerings. Compensation is negotiable and based on experience.

EOE