A​/R Collections Specialist

Job Description

REPORTS TO:

Accounts Receivable Collections Manager

CLASSIFICATION:
Non-Exempt

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.

• 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; escape 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

• 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

• 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

• 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

• 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

• 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

• 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

• Able to work an agreed upon standard schedule
• Additional hours as job duties demand

• 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

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential…