Lien Waiver Specialist

2 weeks ago

Greensboro, United States Hoffman & Hoffman Inc Full time
Job DescriptionJob DescriptionJob Title: Lien Waiver Specialist
Status: Full Time, Non-exempt
Reports: Manager of Credit & Collections
Work Schedule: Monday - Friday 8:00am - 5:00pm
Work Location: Corporate Office - Greensboro, NC

Position Purpose: The Lien Waiver Specialist is responsible for the prompt and efficient collection of all accounts and credit sales under their scope of responsibility. The primary focus of the Credit Analyst is on maximizing cash flow, reducing DSO and minimizing exposure to bad debt. This position is in the construction field and requires a detailed understanding and monitoring of Mechanic’s Lien and Payment Bond deadlines. This position will be heavily involved in the completion of Lien Waivers. This individual must provide a professional demeanor and excellent customer service to customers and sales staff so that they may be able to develop and maintain strong relationships.

Employment at Will: Nothing herein is intended to create a contract of employment or to guarantee employment for a definite duration.


Hoffman & Hoffman, Inc. is a 100% employee-owned company focused on being #1 in the HVAC industry in providing the most innovative HVAC solutions through superior design and customer service.

Duties and Responsibilities:
  • Monitor customer accounts daily. Communicate with customers that have balances in excess of 45 days.
  • Monitor closely all lien and bond deadlines and ensure actions are taken in a timely manner to preserve those rights.
  • Record all collections activity in ERP system.
  • Heavy emphasis on processing Lien Waivers for customers on a daily basis.
  • Process credit applications and establish credit limits. Adjust credit limits as needed to account for customer payment trends and contract commitments.
  • Address customer requests for information in a timely manner.
  • Partner and interact with other departments as needed to resolve customer disputes.
  • Communicate with sales staff weekly on problem accounts that are not responding to payment requests.
  • Monitors the cash application process to ensure accurate and timely postings.
  • Perform account reconciliations to clear up billing discrepancies.
  • Recommends accounts to be placed on hold or turned over to collection to Credit Manager. Coordinates efforts of attorneys where needed.
  • Compile and distribute collection reports to sales staff on a weekly basis.
  • Review and approve tax exemption status of accounts and maintain documentation to support.
  • Track and resolve customer service issues relating to collection with sales personnel.
  • File required notices on construction projects as recommended by legal counsel to reduce exposure to uncollectable accounts.
  • Coordinate the processing of customer statements on a monthly basis.
  • Special projects as assigned.

Position Requirements:
  • Bachelor’s or Associate’s Degree preferred or a minimum of 2 years credit/collections experience.
  • Experience in a construction environment preferred.
  • Must be detail oriented, results driven and able to embrace and adapt to change, along with the ability to effectively multi-task in a deadline driven atmosphere.
  • Strong customer service skills with the ability to effectively communicate with both internal and external customers.
  • Strong mathematical and analytical skills.
  • Strong critical thinking and problem-solving skills.
  • Ability to utilize the available time to organize and complete work within given deadlines and to take constructive advantage of idle periods.
  • Ability to effectively build relationships with customers and co-workers.
  • Excellent written and verbal communication skills and the ability to work in a professional environment are necessary.
  • Knowledge of MS office a must, specifically Excel.

Physical Demands:
  • Standing: Frequently
  • Walking: Frequently
  • Sitting: Frequently
  • Handling/Fingering: Frequently
  • Bending: Frequently
  • Pushing/Pulling 12 lbs. or less: Frequently
  • Lifting/Carrying 10 lbs. or less: Frequently
  • Lifting/Carrying 11-20 lbs.: Occasionally
  • Reaching Outward: Occasionally
  • Reaching Above Shoulder: Occasionally
  • Squatting/Kneeling: Occasionally

The work environment at Hoffman & Hoffman, Inc. is an open office environment in a controlled atmosphere building.

This job description is intended to provide information regarding the essential functions and basic duties of this position. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and duties that could be assigned. Additional functions and requirements may be assigned by management as it deems appropriate. This document does not constitute a contract and is subject to change at the discretion of Hoffman & Hoffman, Inc.


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