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 PlanAdministration
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 PaymentProcessing — 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 ReferralPreparation
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 WorkflowSummary
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, documents, and correspondence simultaneously
Professional written and verbal communication skills — this role involves regular interaction with residents, attorneys, and site teams on sensitive financial matters
Comfortable working within structured workflows and tracker-based processes
Proficiency in general computer and data entry skills — experience with VMS or comparable property management software is a plus
Reliable and self-directed in a remote work environment with the ability to meet daily and weekly deadlines consistently
Preferred Qualifications
Experience in community association management, HOA collections, or property management
Familiarity with lien processes, legal referral workflows, or collections compliance in a real estate or HOA context
Experience with VMS or comparable community association management software
Background processing legal payments, managing payment plans, or coordinating with attorneys on collections matters
What Makes You a Great Fit
Your inboxes are monitored and your responses go out within 24 hours — every day, without exception
Every lien, release, and legal referral that leaves your desk is complete, accurate, and properly documented
Payment records in VMS are clean, coded correctly, and backed up — audit-ready at all times
Residents, attorneys, and site teams receive clear, professional, and timely communication from you on every account
Nothing in your workflow sits longer than it should — you track it, you process it, and you move it forward
Requirements
This is a full time role
Up to $6/hr
100% Remote
Originally posted on Himalayas