Compliance Specialist

Position Overview:

As the Collections & Compliance Coordinator, you will play a key role in managing daily and long-term collections processes, ensuring portal compliance, supporting scheduling/dispatch, and keeping communication flowing across departments. You will also serve as a primary contact for customer calls, vendor packet follow-ups, and document management.

Key Responsibilities: Collections Duties

• Monitor daily invoices in Housecall Pro and categorize by payment terms.
• Upload invoices to portals like Vendor Café, Nexus, etc and document each update.
• Follow a structured collections timeline, including applying late fees and initiating lien processes when necessary.
• Maintain and update the Collections Spreadsheet daily; report invoice statuses to management weekly.
• Proactively communicate with clients via calls and email to resolve payment issues.

Compliance Management

• Oversee and update compliance portals every other day.
• Manage and renew company insurance policies (General Liability, Workers’ Comp, Auto).
• Track all licenses (HVAC, Plumbing, Electrical) and ensure they remain current on necessary portals.
• Submit updated COIs, W-9s, and other documentation to clients as needed.
• Resolve any portal-related or compliance document issues promptly.

Documentation & Email Management

• Organize all compliance documents in a timely, trackable system.
• Respond to and manage email correspondence daily.
• Ensure all vendor and banking information is accurate and current across platforms.

Administrative & Support

• Assist dispatch with customer service, phone support, and scheduling coordination.
• Participate in setting up systems to improve workflow across departments.
• Manage new vendor packets and follow up to confirm receipt and completion.

What We're Looking For:

• Excellent communication and follow-through skills.
• Strong attention to detail and highly organized.
• Experience in collections, scheduling, or compliance is strongly preferred.
• Comfortable handling customer service calls and resolving disputes.
• Proficiency with online portals (Vendor Café, Paymode, etc.) and scheduling platforms like Housecall Pro.
• Ability to prioritize tasks, meet deadlines, and multitask in a fast-paced environment.
• Must be a team player and collaborate effectively with dispatch, management, and service techs.

Preferred Qualifications:

• 2 years of experience in collections, administrative coordination, or compliance management.
• Experience in a commercial service company (Plumbing, HVAC, or Electrical) is a big plus.
• Proficient in Excel, Google Suite, and CRM/scheduling tools.

Why Join Us?

• Fast-paced and team-oriented environment.
• Opportunity to grow with a company that values initiative.
• Work alongside a collaborative and motivated team.
• Help shape systems and processes that directly impact company success.

Job Type: Full-time

Pay: $20.83 - $26.32 per hour

Expected hours: 40 per week

Benefits:

• Flexible schedule
• Paid time off

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• Overtime

People with a criminal record are encouraged to apply

Application Question(s):

• Can you manage weekly responsibilities without needing daily reminders from supervisors?
• Are you comfortable taking initiative to solve issues on your own instead of waiting for direction?
• Do you consider yourself resourceful when learning new software, portals, or systems?
• Are you confident handling invoice uploads, collections timelines, and compliance documents independently?
• Are you able to consistently show up on time and follow the agreed-upon work schedule unless you communicate otherwise?

Experience:

• Collections: 1 year (Required)

Shift availability:

• Day Shift (Required)

Ability to Commute:

• Colorado Springs, CO 80907 (Required)

Ability to Relocate:

• Colorado Springs, CO 80907: Relocate before starting work (Required)

Work Location: In person

Salary : $21 - $26