o Monitor and manage a portfolio of accounts, ensuring timely collection of outstanding receivables.
o With prior authorization, conduct regular follow-up either directly with customers, or to Finance/Billing Department regarding overdue invoices through phone calls, emails, or other communication channels.
o Ensure accurate and up-to-date records of collections activities in the accounts receivable system.
o Review and analyze the aging report on a weekly or monthly basis to prioritize collection efforts based on the age and size of outstanding balances.
o Identify and escalate aged or high-risk accounts.
o Proactively manage customer accounts to prevent overdue balances from becoming a collection issue.
o With prior authorization, may be asked to communicate with client / customer to address collections or other related concerns
o Investigate and resolve payment discrepancies, such as short payments, pricing issues, or contract-related disputes.
o Coordinate with the Sales and Customer Service Manager to gather the necessary documentation or information to facilitate resolution.
o Ensure timely escalation of unresolved disputes to the Management.
o Ensure proper and timely application of customer payments to the correct invoices in the accounting system.
o Reconcile unapplied or misapplied payments and follow up with customers as needed for clarification or adjustment.
o Coordinate with the Finance/Billing Manager to ensure the correct handling of payment methods, including wire transfers, ACH, and checks.
o Prepare weekly and monthly reports on collections performance, including aging reports, cash collections, and key metrics.
o Provide the Management with updates on outstanding collections, bad debt provisions, and recovery efforts.
o Maintain accurate and complete documentation of collection activities, customer communications, and payment agreements.
o Collaborate with internal departments, including Sales, Customer Service, and Finance Manager (cc: President), to address customer payment issues or changes in credit risk.
o Assist in improving internal collection processes and contribute to strategies for reducing overdue accounts.
o Support the implementation of best practices for accounts receivable management and collections.
o Support the Credit team by reviewing customer credit limits and payment terms.
o Recommend adjustments to credit limits or terms based on customer payment behavior or financial stability.
Skills and Qualifications:
o Bachelor's degree in Accounting, Finance, Business Administration, or related field (or equivalent work experience).
• Experience:
o 2-4 years of experience in collections, accounts receivable, or credit management, preferably in a corporate or business-to-business (B2B) environment.
o Experience working with accounting software (e.g., SAP, Oracle, NetSuite, QuickBooks, or similar) and Microsoft Excel.
• Skills & Abilities:
o Excellent communication and interpersonal skills
o Ability to handle customer disputes and manage challenging conversations while maintaining professionalism.
o Excellent organizational skills with the ability to manage multiple accounts and prioritize tasks.
o Strong attention to detail, accuracy in data entry, and ability to analyze financial information.
o Knowledge of accounting principles and accounts receivable processes.
o Ability to work independently and as part of a team, with a proactive approach to problem-solving.
• Certification in credit or collections (e.g., ACA, CPC) is a plus.
• Knowledge of US billing and collections regulations.
• Familiarity with customer relationship management (CRM) or collections management software is an advantage.
• Experience in managing high-volume accounts and dealing with complex customer portfolios.