Collections/AR Specialist

Essential Job Duties & Responsibilities

• Manage an assigned portfolio of 1,000+ open AR items including invoices, credits, and unapplied cash.
• Conduct collection outreach via phone, email, and statements in accordance with departmental SOPs.
• Research and resolve billing discrepancies, short payments, and unapplied cash.
• Document all collection activity in the collection system to ensure accuracy and transparency.
• Negotiate payment arrangements when appropriate.
• Escalate delinquent accounts according to established guidelines.
• Collaborate with Billing, Operations, and Cash Application teams to resolve disputes.
• Generate and analyze aging and cash reports using Excel (Pivot Tables, VLOOKUPs).
• Support efforts to reduce past-due balances and minimize bad debt exposure.
• Meet monthly KPIs: Total Overdue ≤ 25%, 91+ Days Overdue ≤ 5%.
• Promote ACH and wire payments when appropriate.

Skills

• Intermediate Excel skills (Pivot Tables, VLOOKUPs, filters).
• Experience with ERP/accounting and collections systems (we use Flex presently - migrating to My DSO Manager).
• Strong verbal communication skills with the ability to confidently conduct payment discussions and negotiate resolutions.
• Professional and customer-focused approach when representing the organization to external partners.
• Able to manage difficult or sensitive conversations with diplomacy and composure.
• Clear and concise written communication for documentation and follow-up correspondence.
• Analytical mindset with strong attention to detail.
• Strong organizational and time management skills in a high-volume environment.

Competencies

• Prepare and present cash updates to business leaders, highlighting trends, risks, and action items.
• Follow all departmental and business-specific SOPs, ensuring accuracy and compliance.
• Identify process gaps and recommend improvements to increase efficiency and reduce aging balances.
• Cookordination with cross-functional teams to resolve disputes and ensure correct account handling.
• Build strong relationships with business units and partners, balancing customer service with collections goals.

Education, Certifications, And Experience

• Associate’s degree preferred; High School Diploma or GED degree required.
• Minimum 3 years of B2B collections experience, with a proven track record of meeting or exceeding collection targets, reducing Days Sales Outstanding (DSO), and minimizing past-due balances.

Physical And Environmental Conditions

• Primarily sedentary work, with extended periods of sitting at a desk or computer.
• Frequent use of phone, keyboard, and office equipment.
• Occasional need to lift or move light materials (up to 10–15 lbs).
• Ability to maintain focus and attention to detail in a fast-paced, high-volume environment.
• Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.