Credit Coordinator

About the role

The Credit Coordinator provides administrative and clerical support for the Credit Department and assists with the daily processing of accounts receivable, customer account maintenance, order releases, cash application, collections support, and document management activities. This position plays a critical role in maintaining accurate customer records, supporting timely order processing, and ensuring the efficient organization and tracking of credit-related documentation.

Responsibilities

• Maintain and organize physical and electronic customer credit files.
• Scan, index, upload, and archive credit applications, financial documents, correspondence, customer agreements, and supporting records.
• Utilize DocuSign and other electronic document management tools to prepare, distribute, route, track, and maintain documents requiring customer, management, or internal approvals and signatures.
• Maintain departmental filing systems and ensure documents are properly retained according to company procedures.
• Absorb and respond to routine customer inquiries regarding account balances, invoices, statements, payments, and account maintenance requests.
• Perform high-volume data entry and record maintenance activities within AS400 and other designated systems.
• Support the annual external financial audit by locating, organizing, scanning, copying, and providing requested customer files and supporting documentation.
• Support departmental reporting and special projects as assigned.
• Process incoming mail, customer correspondence, and credit-related documentation.
• Support Accurately process and apply customer payments, including checks, ACH transactions, wire transfers, and lockbox receipts within AS400.
• Perform routine cash application activities and assist with account reconciliation efforts.
• Research unapplied cash and payment discrepancies and escalate unresolved issues as appropriate.
• Process authorized customer account adjustments, transfers, and credits.
• Assist with maintaining accurate customer account records and supporting documentation.
• Support month-end accounts receivable activities and reporting requirements.
• Review customer account status and assist with daily order release activities through AS400 in accordance with established credit procedures.
• Verify account balances, payment status, and credit hold information prior to releasing orders.
• Escalate accounts with significant past-due balances, exceeded credit limits, or other credit concerns to the Credit Specialist, Assistant Credit Manager, or Credit Manager.
• Perform collection follow-up activities on assigned customer accounts through telephone, email, and written correspondence.
• Contact customers regarding past-due balances and payment status.
• Provide copies of invoices, statements, proof of delivery, and supporting documentation needed to facilitate payment.
• Document customer payment commitments and collection activities within company systems.
• Escalate disputed invoices, collection issues, and significant delinquency concerns to Credit Department management.
• Respond to routine customer inquiries regarding account balances, invoices, statements, payments, and account maintenance requests.
• Work closely with Sales, Customer Service, Shipping, and Accounting departments to resolve routine customer account matters.
• Absorb and support customer portal administration, including Home Depot, Lowe's, and other customer payment systems.
• Support continuous improvement of departmental processes and workflows.
• Provide backup support to other Credit Department team members as needed.

Qualifications

• Strong administrative, organizational, and document management skills.
• Excellent attention to detail and accuracy.
• Ability to handle large volumes of paperwork and electronic records efficiently.
• Working knowledge of accounts receivable, cash application, and collection processes preferred.
• Strong customer service and communication skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Comfortable working in a highly manual and paper-intensive environment.
• Strong follow-through and documentation skills.

Education and Experience

• 2+ years of experience in accounts receivable, collections support, customer service, administrative support, or related office environment.
• Experience with document management, scanning systems, and records administration preferred.
• Experience working with AS400 or similar ERP systems preferred.
• Experience in manufacturing, industrial, distribution, or construction-related industries preferred.
• Computer Skills: Proficient in Microsoft Office Suite, including Excel, Outlook, and Word.
• Experience with AS400 strongly preferred.
• Strong data entry skills.
• Experience with customer payment portals and electronic payment systems preferred.
• Ability to prepare and maintain accurate records and reports.