Credit & Collections Specialist

Responsibilities

• Post daily cash receipts to appropriate accounts and ensure batches balance; investigate and resolve discrepancies with customers or internal teams.
• Reconcile credit card transactions and settlements between the accounting system and merchant processors.
• Manage invoice entry and payment activity across customer procurement and third-party systems.
• Maintain accounts receivable aging and follow up on past due balances; support collections efforts.
• Research and resolve account disputes, billing discrepancies, short/overpayments, and unapplied credits.
• Maintain and update customer account records, including billing/shipping details and tax-exempt status.
• Analyze and assess customer creditworthiness; process credit applications, verify references, and maintain documentation.
• Aid in setting up new customers, releasing held orders, and maintaining accurate credit limits.
• Support credit card and ACH payment setup, including gathering and validating payment information.
• Work with accounting to process adjustments, offsets, and miscellaneous credits.
• Ensure compliance with sales tax requirements by managing exemption certificates using Avalara CertCapture; request, validate, and correct documentation as needed.
• Communicate with customers regarding invoice inquiries, tax discrepancies, and payment-related questions.
• Complete vendor setup requests and maintain required documentation (W-9s, ACH, wire instructions).
• Monitor shared accounting inbox and respond to internal and external inquiries in a timely manner.
• Provide backup reception/phone coverage and support departmental operations as needed.
• Participate in team meetings and contribute to continuous process improvements.

Qualifications

• High school diploma required; Bachelor’s degree in Accounting, Finance, Business, or related field preferred.
• 3–5 years of experience in accounts receivable, credit, or general accounting functions preferred.
• Strong knowledge of basic accounting principles and accounts receivable processes.
• Familiarity with sales tax regulations and exemption certificate management (AvaTax experience preferred).
• Experience with cash application, account reconciliation, collections, and credit analysis.
• High attention to detail, accuracy, and strong organizational skills.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong problem-solving skills with the ability to research and resolve discrepancies independently.
• Excellent written and verbal communication skills with a customer-focused approach.
• Ability to work both independently and collaboratively within a team environment.
• Proficiency in Microsoft Office (Excel, Word, Outlook).