Collections & AR Manager

What You'll Do:

• Own accounts receivable aging across all active district accounts – produce and distribute a comprehensive weekly AR aging report to the Sr. Manager and VP every Monday without exception.
• Execute a structured, proactive collections outreach program with defined touchpoints at Day 15, Day 30, and Day 45 for all outstanding invoices, maintaining professionalism and relationship continuity throughout.
• Identify and elevate accounts exceeding 60 days past due to the Sr. Manager, providing complete account history, payment correspondence, and a recommended course of action.
• Serve as the initial point of intake for all district billing inquiries and disputes – log, triage, and brief the Sr. Manager within 24 hours of receipt, ensuring no dispute goes unacknowledged.
• Facilitate payment method setup and onboarding for district accounts, including ACH enrollment, check processing coordination, and portal payment configuration.
• Provide investigative support to the Sr. Manager during dispute resolution, supplying payment history, prior dispute patterns, and client relationship context.
• Prepare and maintain complete documentation in support of Legal escalations, including payment history records, written correspondence, and account timelines.
• Identify potentially uncollectable balances and present findings to the Sr. Manager for Revenue Accounting bad debt write‑off assessment.
• Produce the monthly AR aging summary for distribution to the CFO and senior leadership.
• Monitor field trip and charter payment status across all active accounts, proactively surfacing unpaid balances approaching service authorization thresholds.

This is a hybrid position based out of our headquarters in Redwood City, CA. You will be required to be onsite 3 days per week (Monday, Tuesday, and Thursday). We will only consider candidates already located in the Bay Area.

Requirements

• 3+ years of experience in collections, accounts receivable, or billing operations – prior experience working with government entities, public agencies, or school districts is a meaningful differentiator.
• A demonstrated track record of measurably reducing AR aging and improving collections rates through the consistent application of structured outreach processes and escalation frameworks.
• Experience managing a diverse portfolio of accounts with varying payment behaviors, AP structures, billing contacts, and escalation sensitivities – including clients with complex internal approval and payment authorization processes.
• Excellent written and verbal communication skills – the ability to follow up on past-due balances in a manner that is professional, firm, and relationship‑preserving.
• Working proficiency in Net Suite or a comparable enterprise ERP – including AR reporting, invoice history review, open item management, and payment application tracking.
• Exceptional organizational discipline and attention to detail – the ability to manage a large volume of open items simultaneously without allowing anything to age unacknowledged.
• The ability to document a billing dispute thoroughly and accurately, providing the leadership with a complete, well‑organized intake package that enables efficient investigation and resolution.

Nice to Haves

• Experience managing receivables for government‑funded or regulated clients with complex internal payment authorization processes.
• Familiarity with multi‑entity billing structures requiring collections outreach across multiple contacts within a single organization.
• Experience supporting Legal escalation processes including preparation of demand letter documentation and payment history packages.
• Background in both a structured corporate AR environment and a scaling organization where processes were being built simultaneously.

The targeted base salary range for this role is listed in the compensation section below. Actual salary may be above or below this range based on factors such as location, skills, and relevant experience. In addition, this position may include additional compensation in the form of equity or commissions. If you are a full‑time salaried or hourly worker, we offer the following benefits:
Medical, Dental, Vision, 401(k), Holidays, Wellness, Vacation, and more. The targeted pay range for this role in US CA is: $111,000 to $141,000.

Zūm Services, Inc. and all its subsidiaries provide equal employment opportunities to all employees and applicants for employment and prohibit discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.