Position Summary
The Collections Specialist is responsible for managing and collecting outstanding accounts receivable balances across an established customer base. This role will work closely with customers, Sales, Credit, and other internal teams to resolve billing and payment issues, reduce past-due balances, and maintain accurate customer accounts.
In addition to collection activities, the Collections Specialist will assist withcredit memo processing, and customer account maintenance. The ideal candidate is detail-oriented, proactive, analytical, and comfortable working in a fast-paced food manufacturing environment.
Essential Functions
- Manage an assigned portfolio of customer accounts and proactively collect outstanding and past-due invoices.
- Contact customers by phone and email regarding past-due balances, payment status, disputes, and account inquiries.
- Process customer credit card payments and ensure payments are accurately applied to the appropriate accounts.
- Assist with the preparation, processing, and reconciliation ofcredit memos, ensuring proper documentation and approvals.
- Research and resolve customer billing, pricing, deduction, and payment issues in a timely manner.
- Work closely with the Sales team to address customer concerns and support the timely collection of past-due invoices.
- Monitor customer payment activity and identify negative or changing payment patterns; communicate potential credit concerns to the Credit team for further review.
- Monitor and track advance invoices and payments for prepaid customers, ensuring accounts remain current and properly documented.
- Maintain accurate and up-to-date collection notes, account records, and payment information.
- Follow established company policies and procedures related to collections, credit, cash application, and account adjustments.
- Work collaboratively with internal departments to resolve customer account issues and improve the overall accounts receivable process.
- Perform other duties and special projects as assigned.
Qualifications & Skills
- Minimum of5+ years of corporate collections experience, preferably with responsibility for a large and diverse customer portfolio.
- Experience working withcredit memos, and customer account adjustmentspreferred.
- Experience in foodmanufacturing, manufacturing, distribution, or related environmentis strongly preferred.
- Strong verbal and written communication skills, with the ability to communicate professionally and effectively with both customers and internal teams.
- Strong analytical and problem-solving skills with the ability to research discrepancies and identify the root cause of payment issues.
- Demonstrated ability to recognize trends and negative payment patterns and escalate concerns appropriately.
- Strong attention to detail and a high degree of accuracy.
- Proficiency in Microsoft Office, particularlyExcel and Word.
- Ability to work independently, prioritize competing responsibilities, and meet deadlines in a fast-paced environment.
- Strong organizational skills and the ability to manage multiple customer accounts and priorities simultaneously.
- Professional, self-motivated, resourceful, and solutions oriented.
- Ability to exercise sound judgment, take initiative, and complete critical tasks with a strong sense of urgency.
- Team-oriented approach with the ability to build effective working relationships across Sales, Credit, Accounting, and other departments.