Bookkeeper / Accounts Receivable Collections Specialist

Remote – Part-Time Schedule: Tuesday through Saturday | U.S. Eastern Time Business Hours

About the Role

The Bookkeeper / Accounts Receivable Collections Specialist is responsible for managing accounts receivable activities from end to end, including monitoring outstanding balances, proactively contacting customers regarding overdue invoices, documenting collection activity, and driving the transition from manual payment methods to automatic billing.

The role also provides Executive Assistant-level administrative support to the client's in-house office team, assisting with new client intake, estimate preparation, job scheduling coordination, recurring-service administration, and customer record maintenance.

This position works closely with the company's Office Manager on a day-to-day basis, with a dotted-line reporting relationship to company leadership during the initial ramp-up period.

Key Responsibilities

Accounts Receivable & Collections

• Monitor and maintain the accounts receivable aging report.
• Prioritize collection activity based on the age and size of outstanding balances.
• Proactively contact customers by phone and text regarding overdue invoices.
• Document every collection outreach attempt.
• Follow a structured and escalating outreach cadence for non-responsive accounts.
• Drive enrollment of recurring customers into automatic billing / autopay.
• Track collections progress.
• Regularly flag accounts that may be at risk.
• Maintain consistent follow-up until outstanding balances are resolved or appropriately escalated.

Executive & Administrative Support

• Support the Office Manager with day-to-day administrative responsibilities as workload requires.
• Assist with new client intake.
• Support estimate preparation.
• Assist with job scheduling coordination.
• Maintain accurate customer and job records within the company's field-service platform.
• Handle Spanish-language customer communications when needed.
• Support recurring-service administration and related customer follow-up.

Platform-Specific Responsibilities

• Work directly within the company's proprietary field-service management platform.
• Manage invoicing information, customer records, and job/appointment data.
• Use the company's cloud-based phone and SMS system to conduct collections outreach.
• Send payment reminders through the approved communication system.
• Maintain data accuracy and consistency across customer billing and service records.

Backlog & Process Optimization

• Clean up and clear the backlog of open jobs and outstanding quotes.
• Build and maintain a recurring-revenue calendar for annual and semi-annual service billing items.
• Identify customers who may be at risk of churn based on payment or service patterns.
• Recommend process improvements designed to reduce time-to-payment.
• Identify recurring administrative bottlenecks and communicate opportunities for improvement.

Reporting & Analytics

• Provide regular reporting on accounts receivable aging.
• Report on collections activity and progress.
• Track autopay enrollment progress.
• Track and report on backlog clearance.
• Monitor job and quote follow-up status.
• Participate in a daily team check-in.
• Report progress and proactively flag blockers.

Additional Responsibilities

• Conduct monthly customer check-in calls to confirm satisfaction with service and technicians.
• Support additional administrative projects as the business scales.
• Assist the office team with recurring administrative needs as assigned.

Qualifications

• Prior experience in bookkeeping, accounts receivable, collections, or a related back-office/administrative role.
• Experience in a home-service, field-service, or similar service-based industry is strongly preferred.
• Strong verbal and written English communication skills.
• Spanish fluency required.
• Comfortable making outbound collections calls and maintaining a firm but professional approach to payment conversations.
• Highly organized and detail-oriented.
• Able to independently manage a structured follow-up cadence.
• Proficiency with Microsoft Office and Adobe applications.
• Comfortable using AI tools such as ChatGPT or Claude to accelerate research, drafting, and routine administrative work.
• Working proficiency with field-service management or CRM-style platforms; training will be provided on the company's specific system.
• Able to work independently while maintaining consistent communication with the U.S.-based team.

Typical Work Day

A typical workday may include:

• Reviewing the accounts receivable aging report.
• Prioritizing collection outreach based on outstanding balance and age.
• Making and documenting collections calls and text messages.
• Responding to customer inquiries.
• Updating customer and job records.
• Supporting estimate preparation and new client intake as needed.
• Participating in a brief daily team check-in.
• Logging progress and flagging blockers.

Typical Workweek

A typical workweek may include:

• Working the full accounts receivable aging list.
• Prioritizing collection activity according to balance and age.
• Driving weekly progress on autopay conversions.
• Clearing a portion of the open-job and outstanding-quote backlog.
• Conducting scheduled customer check-in calls.
• Providing a weekly summary of collections and administrative progress to the team.

Performance Evaluation & Accountability

The Bookkeeper / Accounts Receivable Collections Specialist will report day-to-day to the Office Manager, with a dotted-line reporting relationship to company ownership during the initial ramp-up period.

Performance will be reviewed regularly against established operational and financial KPIs.

Key Performance Indicators (KPIs)

Performance will be measured based on:

• Accounts Receivable Aging: Reduction in overdue balances and overall AR aging over time.
• Autopay Enrollment: Percentage of active customers enrolled in automatic billing.
• Backlog Clearance: Open jobs and quotes cleared and maintained near zero.
• Customer Response Time: Same-business-day response to customer outreach.
• Collections Activity: Consistent and documented follow-up on outstanding balances.
• Administrative Accuracy: Accurate and current customer, billing, job, and service records.

Reporting Structure

• Reports day-to-day to the Office Manager.
• Maintains a dotted-line reporting relationship to company ownership during the initial ramp-up period.
• Participates in regular KPI and performance reviews.
• Provides daily progress updates through the team check-in.
• Provides weekly summaries covering collections and administrative progress.

Software & Tools

The Bookkeeper / Accounts Receivable Collections Specialist should be comfortable working with:

• Proprietary field-service management platform – customer records, invoicing, jobs, and appointments.
• Cloud-based phone and SMS system – collections calls and payment reminders.
• Slack or similar team communication platform.
• Microsoft Office.
• Adobe applications.
• ChatGPT or Claude for AI-assisted research, drafting, and routine administrative work.

90-Day Onboarding Plan

Phase 1: Company & Systems Training – Days 1–30

• Learn the organization's internal systems and workflows.
• Become familiar with the customer base and communication standards.
• Receive training on the proprietary field-service management platform.
• Learn accounts receivable processes and collection procedures.
• Become familiar with billing systems and customer records.
• Learn the company's approach to autopay enrollment.
• Understand administrative support expectations.
• Begin working the AR aging report under supervision.

Phase 2: Independent Execution – Days 31–60

• Begin independently managing assigned AR and collection responsibilities.
• Establish a consistent outreach cadence for overdue accounts.
• Track and document collection activity.
• Begin driving autopay conversions.
• Take ownership of assigned administrative support responsibilities.
• Assist with backlog clearance for open jobs and quotes.
• Maintain accurate customer and job records.
• Participate consistently in daily team check-ins.

Phase 3: Full Ownership & Optimization – Days 61–90

• Assume full ownership of assigned accounts receivable and collections responsibilities.
• Maintain consistent progress in reducing overdue balances.
• Drive continued autopay enrollment.
• Maintain the open-job and quote backlog near established expectations.
• Conduct scheduled customer check-in calls.
• Identify opportunities to improve collection and administrative processes.
• Provide regular reporting on AR, collections, autopay, and administrative progress.
• Operate independently while maintaining strong communication with the Office Manager and leadership.

Work Environment

• Fully remote position.
• Reliable high-speed internet connection required.
• Dedicated, distraction-free workspace suitable for phone-based customer outreach.
• Part-time schedule: Tuesday through Saturday.
• Hours aligned with U.S. Eastern Time business hours.
• Ability to work independently while maintaining close daily communication with the U.S.-based team.

About the Company

Our client operates within the residential and commercial pool and spa service industry, providing recurring maintenance, repairs, and customer se