Collections Specialist

Job Summary

The A/R Collection Specialist is responsible for managing the full collections cycle on an assigned portfolio of commercial accounts. This includes proactive outreach on past due balances, investigation and resolution of short payments and invoice disputes, coordination with internal departments and customer contacts, and accurate maintenance of account records. The role requires strong communication skills, sound judgment, and the ability to balance firm collection activity with positive customer relationships in a fast-paced, detail-oriented environment.

Required Essential Job Skills/Experience

• Associate’s degree or coursework in accounting, finance, or a related field preferred. Equivalent work experience in accounts receivable, collections, or accounting will be considered.
• Strong interpersonal and communication skills, with the ability to interact professionally and diplomatically with customers and internal staff at all levels. Persistence and composure under pressure are essential.
• Proficient in Microsoft Office, with intermediate to advanced Excel skills required. Experience with ERP or accounting systems, with the ability to learn proprietary software, is expected.
• A high degree of accuracy and attention to detail. Ability to manage multiple priorities, meet deadlines, and maintain productivity in a high-volume, deadline-driven environment.

Required Essential Job Functions/Duties

• Contact customers via phone, email, and written correspondence to address short payments, non-payment of invoices, and other account discrepancies.
• Research and analyze credit and accounting records to resolve problems/disputes or to get invoices approved for payment.
• Collaborate with customer contacts in accounts payable, purchasing, and other departments to resolve disputes and facilitate timely payment.
• Cookordination with internal departments including Sales, Billing, General Accounting, Accounts Payable, Shipping, and Will-Call to resolve account issues and accelerate cash application.
• Negotiate payment arrangements and work with customers to establish realistic schedules for resolving past due balances, coordinating with the Credit Manager on arrangements or terms requiring approval.
• Manage routine and proactive collection activity on an assigned account portfolio, maintaining consistent follow-up on open and aging balances.
• Identify accounts requiring escalation and make recommendations to the Credit Manager regarding non-collectible balances or accounts requiring third-party collection action.
• Generate and distribute monthly customer account statements; maintain accurate records in accordance with departmental filing requirements.
• Maintain a high volume of daily customer contact, with consistent outreach activity expected as a core performance standard for this role.
• Update customer accounts as needed; process adjustments and corrections to account balances; manage sales tax documentation; and maintain organized electronic filing of customer records and related correspondence.
• Perform other duties as assigned.

Benefits

• Medical, Dental, and Vision Insurance Plans.
• Paid holidays and paid time off.
• Profit sharing plan.
• 401(k).

Job Accommodations

Considered on an individual basis.

Physical Requirements

• This position requires the following in an 8-hour workday:
• Total At One Time (Hours): Standing: 1 to 1 1/2 hours, Walking: 10 minutes up to 2 hours, Sitting: 1 hour 4-6 hours.
• Movement of objects and strength required for this job:
• Lifting: Carrying: Up to 5 lbs: FREQUENTLY (34-66%), 6-10 lbs: OCCASIONALLY (1-33%), 11-20 lbs.: OCCASIONALLY (1-33%), 21-25 lbs.: OCCASIONALLY (1-33%), 26-50 lbs.: OCCASIONALLY (1-33%), 51-100 lbs.: NEVER.
• Repetitive Actions/Movements Involving the Feet: Right Foot: NO, Left Foot: NO, Both: NO.
• Worker Positions Required in the Performance of this Job: Climbing: OCCASIONALLY (1-33%), Balancing: NEVER, Bending: OCCASIONALLY (1-34%), Stooping: OCCASIONALLY (1-34%), Kneeling: NEVER, Crawling: NEVER, Reaching: OCCASIONALLY (34-66%).
• Sensory Requirements: Talking and/or Hearing: YES, Seeing: Acuity: Depth Perception: YES, Field of Vision: YES, Accommodation: YES, Color Vision: NO.
• Environmental Conditions That Are Found in the Work Site: PHYSICAL SURROUNDINGS: Inside (75% of time), TEMPERATURE: Cold (enough to cause bodily discomfort), HUMID: Moisture content sufficient to cause bodily discomfort, NOISE: Sufficient to require hearing protection, VIBRATION: Sufficient to cause repeated motion or continuous shock, HAZARDS: Risk of bodily injury present.