Collections Assistant

Job Summary:

This position requires an organized, dependable, and service-oriented individual to support the firm’s HOA collections practice in the Triangle office. This position will initially be full-time for approximately 12 weeks to provide coverage for our Collections Specialist during her maternity leave. Following her return, the position will transition to a part-time role of approximately 20 hours per week as an HOA Collections Assistant, working alongside and supporting the Collections Specialist in the day-to-day operation of the collections practice. There may be opportunities to increase hours over time, with the potential for the position to become full-time in the future based on the needs of the practice.

As a member of the ASK Law team, the HOA Collections Assistant will be the first point of contact for telephone inquiries on collections matters, will open and set up new collections files as they are referred by client homeowners’ associations (HOA) and management companies, and will conduct a monthly review of all open files to ensure that every matter is current, properly documented, and moving forward. The ideal candidate is careful with details, comfortable on the phone with homeowners and clients alike, and able to follow established procedures consistently while working in a small office.

The HOA Collections Assistant supports the attorney and the Collections Coordinator in the day-to-day operation of the collections practice. This role is based in our Triangle office. The candidate must be comfortable working independently and managing a steady volume of routine tasks.

Responsibilities:

• Serve as the primary point of contact for incoming telephone calls on HOA collections matters, including calls from homeowners, association board members, and management company representatives. Answer questions within established procedures, take accurate messages, and route calls requiring attorney or Project Manager attention.
• Place outbound calls to homeowners regarding overdue accounts as directed, document each contact, and relay proposed payment arrangements to the Collections Coordinator and Management Company for approval.
• Open new collections files upon referral from an association or management company: gather and verify referral documents (ledgers, governing documents, owner and property information), run conflict checks, create the matter in the firm’s case management system, set up the physical and electronic file, and calendar initial deadlines.
• Prepare the initial file intake summary for attorney review and send engagement or acknowledgment correspondence to the referring client under attorney supervision.
• Conduct a monthly review of every open collections file to confirm that each file has a current status, a next action, and a calendared date; identify files that have been inactive, are awaiting client information, or have missed deadlines; and prepare a written monthly status report for the attorney and Collections Coordinator.
• Follow up with homeowners, management companies, and associations on items flagged during the monthly review, and update file notes and status codes in the case management system accordingly.
• Maintain accurate, contemporaneous records of all client and homeowner contacts, payment arrangements, and collection efforts in the case management system.
• Track and post incoming payments to the correct file, issue payment reminders, and update account balances under the direction of the Collections Coordinator.
• Assist in mailing and serving collection notices, demand letters, claims of lien, and other correspondence from firm templates as directed by procedures and by attorneys.
• Comply with all applicable laws, court rules, and firm policies governing debt collection, including the Fair Debt Collection Practices Act (FDCPA) and North Carolina collection statutes, and promptly flag bankruptcy notices or disputes for attorney attention.
• Assist with scanning, filing, mail processing, and other administrative support for the Triangle office as needed.

Required Experience:

• 1+ years of experience in an administrative, customer service, or office support role (legal experience not required).
• Professional and courteous telephone manner, with the ability to remain calm and clear when speaking with upset or frustrated callers.
• Strong organizational skills and attention to detail, particularly in data entry and file setup.
• Ability to handle sensitive financial and personal information with confidentiality, discretion, and professionalism.
• Proficiency in office software (e.g., Microsoft Office Suite, Adobe, Zoom) and ability to quickly learn a case management system.
• Ability to follow written procedures consistently and to work independently in a small office with limited direct supervision.

Preferred Experience:

• Experience in a law office, collections agency, banking, or property management setting.
• Familiarity with homeowners’ associations, HOA assessments, or real property records.
• Basic familiarity with the FDCPA or other consumer collection regulations.

Travel required: Minimal. Occasional local travel to the courthouse or management company offices may be required.

Physical demands: Minimal occasional lifting of files or supplies.

Benefits:

During the initial 12-week full-time period, benefits include:

• Competitive Salary
• Health insurance stipend, vision, and dental insurance (full-time employee benefit only)
• Retirement savings plan with 4% company match (full-time employee benefit only)
• Paid time off and holiday benefits (full-time employee benefit only)

Following the transition to part-time employment, benefits include:

• Competitive hourly rate
• Opportunities to increase hours based on the needs of the practice
• Potential opportunity for the position to transition to full-time in the future

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Allen Stahl + Kilbourne is a full-service law firm headquartered in Asheville, NC, with offices in Winston-Salem and Raleigh.

Pay: $25.00 - $30.00 per hour

Expected hours: 40.0 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Disability insurance
• Health insurance
• Health savings account
• On-the-job training
• Paid sick time
• Paid time off
• Parental leave
• Vision insurance

Education:

• Bachelor's (Required)

Work Location: In person