[Hiring] Collections & Payments Coordinator @Winning Assistants

Role Description

Our client is a fast-growing roofing company seeking a proactive and detail-oriented Payments & Collections Coordinator to join their team. In this role, you will help maintain the company’s financial operations by:

• Tracking outstanding balances
• Following up with insurance carriers and homeowners
• Helping ensure timely payments

You will manage financial correspondence, update CRM systems, and coordinate with operations, sales, and production teams to support claim documentation, billing, and payment follow-ups.

Key Responsibilities

• Track and follow up with homeowners and insurance carriers regarding outstanding balances and pending payments.
• Conduct outbound calls to follow up on unpaid invoices, address payment delays, handle objections, and secure payment.
• Support creation of supplemental documentation for underpaid or denied claims.
• Review and organize claim documents, photos, adjuster notes, and scopes.
• Help draft invoices and submit final billing to insurance or homeowners.
• Track the status of estimates and invoices and follow up on missing documentation or items.
• Manage sensitive financial correspondence and maintain accurate records in CRM and shared file system.

Qualifications

• 2+ years of experience in a fast-paced collections or outbound sales role requiring persistent follow-ups, objection handling, and payment discussions.
• Strong sales mindset developed in a collections environment; resilient, assertive, and comfortable handling objections.
• At least 2 years of experience handling collections, billing, or claims follow-ups involving homeowners or insurance carriers is a plus.
• Experience in the roofing industry is highly preferred.
• Ability to interpret complex documentation including EOBs, adjuster estimates, and insurance policy summaries.
• Detail-oriented with strong data entry and document management skills.
• Proven experience with high-volume outbound calling and account follow-ups.
• Solid understanding of billing cycles and escalation processes.
• Bonus: experience with Xactimate, Symbility, or insurance supplementing.
• Ability to consistently make 60–80 outbound calls per day.
• Performs well under pressure in a target-driven environment.

Requirements

• Must be proficient in speaking and writing English very clearly.
• Must have relevant work experience.
• Be able to submit an NBI clearance and/or Local Police Clearance background check before onboarding (mandatory).
• Must be available for video meetings with your camera on (when needed).

Technical Requirements

• Device: Reliable laptop or desktop computer.
• Internet: High-speed connection (minimum 25 Mbps).
• Audio: Noise-canceling headset.
• Video: Webcam for virtual meetings.
• Workspace: Quiet, professional environment.

Benefits

• Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication.
• Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks.
• Top 1% VA Performance Training: Access to proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA and increase long-term client retention.
• Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule.
• Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only if offered by the client.
• Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best.
• Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance.