Collections Specialist

Envita Solutions, formerly known as Heritage Interactive Services, is a leading total waste management partner dedicated to fostering a healthier planet by transforming complex waste challenges into sustainable solutions. Headquartered in Indianapolis, Indiana, Envita operates in the U.S., Mexico, and Canada with over 300 employees and a network of over 3,000 supplier partners. A division of The Heritage Group, Envita is part of a portfolio of companies specializing in heavy construction, environmental services, and specialty chemicals, with unique access to research and development and a leading hard tech corporate venture capital portfolio.

About the role

The Collection Specialist is responsible for providing overall customer service excellence and partnership with operations teams regarding collection issues, processing and reviewing account adjustments, and resolving invoice discrepancies or short payments. This role proactively reduces delinquency for assigned accounts and executes established collections processes. The Collections Specialist works independently, requiring initiative and self-direction, while collaborating effectively with operations and following up on customer accounts in a timely manner.

Responsibilities

• Ensure Health & Safety is the number one goal by following policies, processes, and acting in a safe manner at all times.
• Deliver customer service excellence and partnership by mitigating collection issues, disputes, or concerns.
• Effectively review and process account adjustments, short payments, and overpayments.
• Monitor and maintain assigned accounts.
• Support customer communications and payment status via customer portals.
• Identify account adjustments and appropriate customer reconciliations.
• Collaborate with program managers and account administrators to issue account refunds and credit memos.
• Enlist the efforts of program managers and senior management to accelerate the collection process when necessary.
• Research the root causes for non-payment of customer invoices and maintain supporting documentation.
• Communicate with administrative management and operations teams to enact processes to remedy identified issues.
• Work with operations teams and management to ensure appropriate purchase orders are obtained timely, documented in systems, and reflected on customer bills.
• Partner with accounting and operations teams to apply payments that were put "on account" for lack of customer-provided remittance information and double payments.
• Research and collect on unauthorized credits.
• Obtain and maintain system information with respect to customer billing and invoice portal processing contacts.
• Perform other assigned tasks and duties necessary to support the Accounts Receivable and/or Operations teams.
• Actively participate in business project initiatives within the collections area (e.g., customer portal automations).
• Lead and actively participate in customer calls.
• Enter aging data information into IS2.
• Verify all invoices were properly submitted.
• Continuously grow in alignment with the Company’s core values, competencies, and skills.

Requirements

• High School diploma or equivalent (required).
• Bachelor’s degree in accounting, business, or a related field (preferred).
• 3+ years of experience with Customer Service, Collections, or Business Administration (preferred).

Skills

• Excellent verbal and written communication skills with both internal and external customers.
• Experience balancing and delivering multiple projects in a deadline-driven environment.
• Solid knowledge of and ability to navigate independently in the proprietary IS2 order entry/billing system (previous experience preferred but not required).
• Sound understanding of Envita Solutions’ business model, the waste management industry, and ability to learn different customer accounts quickly.
• Strong Microsoft Office and Excel skills.
• Strong analytical and problem-solving ability to provide solutions with limited direction.
• Strong attention to detail and superior time management skills.
• Regular and predictable attendance is an essential function of this job.
• Strong ability to work independently and take initiative.

Schedule

• This role is a Remote option position.
• Hybrid work option with in-office workdays is highly encouraged.
• May be required to attend in-person meetings, training, or events as requested by leadership.