Focus Practice Management Receptionist/Legal Collections Specialist Webster, NY · Full time Company website

Apply for Receptionist/Legal Collections Specialist

At Focus Practice Management, our mission is to provide licensed professional practices with standardized, high-quality banking, office, administrative, and support services. We are dedicated to delivering efficient, consistent solutions that go beyond the capabilities of software platforms, ensuring human assistance is always available. Our comprehensive range of standardized services includes information technology, marketing, reception, office administration, HR and payroll, bookkeeping, accounting, and financial cash flow management. We are committed to the success of our clients and prioritize achieving successful outcomes through proven processes. By focusing on efficiency and excellence, we support professional practices throughout their entire life cycle, from startup to growth to completion. While our services are tailored to meet the unique needs of professional practices, they are delivered within a consistent framework to maintain quality and reliability, allowing professionals to focus on their work with confidence.

Position Overview

We are seeking a detail-oriented, professional, and client-focused individual to serve as our Receptionist / Legal Collections Specialist. This dual-role position is responsible for managing front desk reception duties while also handling accounts receivable and collections for legal fees in compliance with all applicable laws, including the Fair Debt Collection Practices Act (FDCPA). The ideal candidate will combine strong interpersonal skills with a high level of discretion and accuracy, ensuring a welcoming environment for clients and effective management of collections processes.

Key Responsibilities

Reception Duties

• Greet clients, visitors, and vendors in a professional, courteous manner.
• Manage front desk (answer and route incoming calls, emails, correspondence and virtual reception services.
• Manage incoming/outgoing mail, deliveries, and office correspondence. In addition to, coordinate mail distribution as a Commercial Mail Receiving Agency.
• Maintain reception area and conference rooms in a clean, organized manner.
• Provide general administrative support as needed both legal and medical practices.
• Managing office supplies and ordering.

Legal Collections Duties

• Monitor and manage client accounts receivable, including overdue balances.
• Contact clients regarding outstanding payments in a professional and respectful manner.
• Negotiate payment arrangements in accordance with firm policy and FDCPA compliance.
• Issue payment reminders and account statements.
• Maintain accurate, confidential records of all collection activities.
• Collaborate with attorneys and billing staff to resolve disputes or billing errors.
• Prepare regular reports on collection activity, accounts receivable status, and recovery performance.

Qualifications

• High school diploma or equivalent (Associate’s or Bachelor’s degree preferred).
• 2+ years of experience in reception, collections, or administrative support (law firm or professional services setting preferred).
• Knowledge of FDCPA and collections best practices.
• Excellent communication, negotiation, and customer service skills.
• Strong organizational skills and attention to detail.
• Proficiency with Microsoft Office Suite and practice management/billing software.
• Ability to handle confidential information with discretion.

Core Competencies

• Professionalism and strong client service orientation.
• Conflict resolution and problem-solving skills.
• Ability to multitask and manage competing priorities.
• Team-oriented with a proactive, positive attitude.
• High degree of integrity and compliance awareness.

Compensation & Benefits

• Competitive hourly rate or salary based on experience.
• Health insurance
• PTO
• Retirement plan
• Professional development,
• etc.

Focus Practice Management is a practice management company serving the administrative needs of law firms and other licensed professionals. Founded in 2017 in the Rochester, NY area, Focus is able to provide a number of services for our clients based on their needs, including Accounting & Billing, Administrative Support & Staffing, Consulting & Strategic Planning, IT Support, Office Space, & much more.