Collections Manager

Collections Manager

At Haynes and Boone, our people are the driving force behind our success. Because we value the role every individual plays in how we deliver exceptional legal services, we hire people who will contribute to our professional reputation, enhance client relationships andshare in our success.

Haynes and Boone is one of the largest law firms in Dallas, and it continues to grow. In 2023, Haynes and Boone moved its headquarters to a new 27-story office tower in the Harwood District of uptown Dallas. Lawyers in our Dallas office serve all the firm's practice andindustry areas – including corporate, litigation, banking/finance, insurance law, healthcare law, labor and employment, estate planning, real estate, bankruptcy, intellectual property, white collar crime, and antitrust. Our Dallas lawyers are widely recognized in their practice areas in publications such as The Best Lawyers in America directory (Woodward/White, Inc.) and the Chambers USA legal directory (Chambers & Partners). This office attracts high-energy, technically proficient people who enjoy working in a collegial environment. We are committed to having an inclusive workforce that reflects our communities, and we seek highly motivated lawyers and staff who value our culture of respect and teamwork.

The Collections Manager is an exempt position responsible for co-managing the firm's collection's function and ensuring the efficiency, accuracy, and strategic alignment of revenue-cycle operations. This role provides day-to-day management and long-term development of the Collections Team, while overseeing firm-wide collection performance. The Collections Manager partners closely with senior Finance and Accounting leadership, attorneys, and firm management to protect and improve the firm's investment in client services (ICS). The position plays a key role in designing and implementing collection strategies, policies, analytics, and risk-management practices.

Essential Duties

Collections Strategy & Operations

• Oversee and execute the firm's collections strategy.
• Consistently review policies and procedures around current processes to determine effective and efficient work methods to maximize collections and ensure compliance with firm's policies and all relevant regulations. Monitor portfolio performance and address at-risk accounts.
• Manage formal escalation frameworks for high-risk matters.

Analytics, Reporting & Compliance

• Prepare collections analyses as needed and lead the development of reporting and metrics to support the firm's collection efforts.
• Monitor trends in account activity to proactively spot "at risk" clients at an early stage. Oversee cleanup of unapplied cash and invoice discrepancies.
• Co-lead firmwide collections pushes grounded in ICS analyses.

Stakeholder Engagement

• Regularly (monthly) meet with assigned Billing Attorneys to review outstanding WIP and AR to ensure timely billings and collections
• Work with Billing Attorneys, Section Chairs, Department Administrative Partners, and the Billing and Collections Committee to monitor and resolve delinquent accounts receivable issues.
• Work closely with other accounting management team members to implement processes and policies that contribute to accurate revenue cycle accounting.
• Serve as a resource on collections policies and best practices.

Team Leadership & Management

• Supervise the work of the Accounts Receivable Coordinators to track the firm's ICS, follow up with attorneys and clients for payment questions, and escalate issues when needed.
• Set performance goals, conduct coaching, and ensure high-quality service.
• Foster a culture of accountability, collaboration, and continuous improvement.
• Provide consistent accounts receivable training to the Coordinators.
• Train new attorneys and secretaries on Collections Processes.
• Establish and maintain an effective escalation process for severely delinquent and high-risk client accounts.
• Provide support when necessary with the clean-up of unapplied receipts, trust transactions, short paid and overpaid invoices and charge backs.
• Develop and/or maintain high level of functional job knowledge, including system operations.

Other Duties

• Perform other responsibilities as assigned.

Reporting Relationship

• The Collections Manager reports to the Director of Financial Operations
• Direct Reports: Accounts Receivable Coordinators

Qualifications

Knowledge/Experience:

• Must have 7+ years of progressive related experience in collecting accounts receivable or related experience
• Law firm or professional services experience preferred
• Solid understanding of best practices for collections and risk management principles

Skills:

• Strong leadership, communication, and interpersonal skills.
• Ability to influence and work with firm leadership.
• High attention to detail and accuracy.
• Advanced Excel and financial systems knowledge.
• Effective oral and written communication skills, and problem-solving abilities.
• Demonstrate a positive, proactive, and self-directed approach.
• Proven demonstration of strong client-service skills.
• Ability to research, analyzes, and synthesize information.
• Ability to maintain effective working relationships with all levels of firm personnel in a team environment and across multiple offices.
• Excellent planning and organizational skills.
• Knowledge of billing systems and their report generation is important

Education:

Bachelor's degree in business or equivalent experience required

Physical Demands

This position requires constant communication and exchange of information with the Firm attorneys and other internal clients; and must be able to inspect and observe information on a computer screen at least 80% of the time. Often spends most of the day behind a desk interacting with lawyers and others via the phone or email. This position operates computers and other office productivity machines (e.g., fax machine, copier, printer, etc) on a regular basis.

Working Conditions

Office environment, Additional working hours to meet firm or client requirements are necessary as required.