Collections Administrator

Position Overview

We are looking for a detail-oriented and organized Collection Administrator to support the daily operations of our collections department within a community association management company. This role is responsible for managing payment plans, processing legal payments, preparing and releasing lien documentation, coordinating legal referrals, and maintaining clear communication with residents, attorneys, and site teams throughout the collections process.

The Collection Administrator works within a structured daily workflow and is expected to manage a high volume of correspondence and documentation accurately and on time. Strong attention to detail, consistent follow-through, and the ability to handle sensitive financial communications professionally are essential for success in this role.
Key Responsibilities
Payment Plan Administration

- Establish and manage payment plans through the payment plan inbox, ensuring all agreements are accurately documented and tracked

- Monitor the Payment Plan shared inbox and respond to incoming requests and correspondence within 24 business hours

- Maintain organized records of all active payment plans and monitor compliance

Legal Payment Processing — VMS

- Post received legal payments in VMS, coding each payment for deposit accurately

- Create and save proper backup documentation for each deposit in VMS

- Maintain organized and audit-ready payment records to support the collections and accounting teams

Lien Documentation & Processing

- Prepare lien documentation in accordance with established collection policies and the Lien Tracker

- Prepare approved liens for recording based on Lien Tracker — ensuring accuracy, completeness, and timely processing

- Correspond with residents regarding delinquent balances prior to lien processing, following the guidelines outlined in the Lien Tracker

- Prepare lien releases for accounts where balances have been satisfied — processing requests from Collection Specialists, title companies, and other parties as needed

Legal Referral Preparation

- Prepare approved accounts for legal referral to attorney offices based on the Legal Tracker

- Ensure all required documentation is complete and organized before accounts are referred to legal counsel

- Correspond with attorneys regarding payments received and status of open accounts as needed

Correspondence & Communication

- Review all new email and voicemail correspondences daily and provide responses within 24 business hours

- Monitor the Payment Plan and company’s collections shared inboxes throughout the day

- Correspond with residents regarding delinquent account balances in a professional and compliant manner

- Correspond with site teams regarding delinquent accounts, providing relevant account information and status updates

- Correspond with attorneys and legal contacts as needed to support active legal accounts

Daily Workflow Summary

A typical day for the Collections Administrator includes:

- Review new emails and voicemails and provide responses within 24 hours

- Monitor the Payment Plan and company’s collections shared inboxes

- Post received legal payments, code for deposit, and save backup documentation for each deposit in VMS

- Prepare lien releases requested from Collection Specialists, title companies, and others when balances are satisfied

- Correspond with residents regarding delinquent balances prior to lien processing based on the Lien Tracker

- Prepare approved liens for recording based on the Lien Tracker

- Prepare approved accounts for legal referral based on the Legal Tracker

Required Qualifications

- Prior experience in collections, accounts receivable, or a similar administrative role — community association management experience is a strong plus

- Strong attention to detail — lien documentation, legal referrals, and payment records must be accurate and complete every time

- Organized and able to manage a high volume of accounts, docum