Collections Administrator

Collections work in community association management is not sales, and it is not chasing. It is documentation. Every account you touch has a paper trail that someone else may one day read closely: a resident, a title company, an attorney, or an auditor. Our client is a US community association management company, and they are hiring a Collection Administrator to own that paper trail.

You will run the payment plan inbox, post and code legal payments in VMS with proper deposit backup, prepare lien documentation and lien releases off the Lien Tracker, and package approved accounts for referral to attorney offices off the Legal Tracker. In between, you keep residents, site teams and attorneys informed, inside a 24 business hour response standard.

This takes a particular kind of person. The work is structured and repetitive on purpose, and the cost of a single careless entry is not a typo, it is a lien recorded against the wrong home or a release that does not get filed. If you are the person who checks the balance one more time before the document goes out, this is a seat built for you.

Key Responsibilities

Payment Plan Administration

• Establish and manage payment plans through the payment plan inbox, with every agreement 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 against the agreed schedule

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, audit-ready payment records that support the collections and accounting teams

Lien Documentation and Processing

• Prepare lien documentation in line with established collection policies and the Lien Tracker
• Prepare approved liens for recording based on the Lien Tracker, complete and accurate every time
• Correspond with residents about delinquent balances before lien processing, following the guidelines in the Lien Tracker
• Prepare lien releases for accounts where balances have been satisfied, handling requests from Collection Specialists, title companies and other parties

Legal Referral Preparation

• Prepare approved accounts for legal referral to attorney offices based on the Legal Tracker
• Ensure every required document is complete and organized before an account goes to legal counsel