Job Title: Collections Specialist                                               

Department: Accounting

Reports to: Director of Finance                                              

Last Revised: 09/26/2024

 

Job Summary:

As a Collections Specialist, your role centers on maintaining positive cash flow for the organization by diligently pursuing overdue accounts. You will be responsible for contacting customers via phone, email, and written correspondence to resolve outstanding balances and negotiate payment plans when necessary. Utilizing your strong communication and negotiation skills, you will work to establish positive relationships with clients while adhering to company policies and legal requirements. Your attention to detail in documenting interactions and updating account information will contribute to the overall financial health and stability of the company, ensuring timely collection of receivables and minimizing bad debt risks.

 

Supervisory Responsibilities:

• No supervisory responsibilities.

 

Duties/Responsibilities:

• Efficiently manages a portfolio of accounts receivable, ensuring timely collection of outstanding balances through proactive outreach and follow-up.
• Utilizes strong interpersonal and negotiation skills to engage with customers via phone, email, and written correspondence, aiming to resolve payment discrepancies and overdue accounts professionally and effectively.
• Works closely with customers to establish payment plans and methods that align with their financial capabilities while adhering to company policies and legal guidelines.
• Maintains accurate and detailed records of all collection activities, communications, and payment arrangements in an Excel spreadsheet or within Business Central.
• Prepares regular reports on account status, aging analysis, and collection efforts for management review.
• Investigates and resolves billing disputes or issues promptly by collaborating with internal departments, such as sales and customer service, to ensure accurate invoicing and billing adjustments as needed.
• Evaluates credit histories and assesses the creditworthiness of customers to determine appropriate credit limits and terms, minimizing potential bad debt risks.
• Identifies opportunities to streamline collection processes, improve efficiency, and enhance the overall effectiveness of accounts receivable operations.
• Generates and distributes monthly statements to customers summarizing their account activity, outstanding balances, and payment due dates.  Ensures statements are sent out promptly and accurately reflect account status, facilitating timely payment and account reconciliation.
• Ensures compliance with company policies, industry regulations, and legal requirements related to collections practices, maintaining ethical standards in all interactions with customers.
• Maintains positive relationships with customers by providing exceptional customer service, addressing inquiries promptly, and resolving issues in a timely and professional manner.
• Collaborates effectively with colleagues in accounting, sales, and customer service departments to achieve departmental goals and objectives, contributing to the overall success of the organization.

 

Required Skills/Abilities:

• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to prioritize tasks and adapt in a high-paced environment.

 

Education and Experience:

• 2-year associate’s degree in accounting, or related field or equivalent.
• At least one year of debt collection or general accounting experience is required.       

 

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer.

 

Travel Requirements:

• No travel requirements.

 

Please note that this job description outlines primary responsibilities and duties expected in this role. Additional tasks may be assigned as deemed necessary to meet the evolving needs of the department and organization.

Job Title: Collections Specialist                                               

Department: Accounting

Reports to: Director of Finance                                              

Last Revised: 09/26/2024

 

Job Summary:

As a Collections Specialist, your role centers on maintaining positive cash flow for the organization by diligently pursuing overdue accounts. You will be responsible for contacting customers via phone, email, and written correspondence to resolve outstanding balances and negotiate payment plans when necessary. Utilizing your strong communication and negotiation skills, you will work to establish positive relationships with clients while adhering to company policies and legal requirements. Your attention to detail in documenting interactions and updating account information will contribute to the overall financial health and stability of the company, ensuring timely collection of receivables and minimizing bad debt risks.

 

Supervisory Responsibilities:

• No supervisory responsibilities.

 

Duties/Responsibilities:

• Efficiently manages a portfolio of accounts receivable, ensuring timely collection of outstanding balances through proactive outreach and follow-up.
• Utilizes strong interpersonal and negotiation skills to engage with customers via phone, email, and written correspondence, aiming to resolve payment discrepancies and overdue accounts professionally and effectively.
• Works closely with customers to establish payment plans and methods that align with their financial capabilities while adhering to company policies and legal guidelines.
• Maintains accurate and detailed records of all collection activities, communications, and payment arrangements in an Excel spreadsheet or within Business Central.
• Prepares regular reports on account status, aging analysis, and collection efforts for management review.
• Investigates and resolves billing disputes or issues promptly by collaborating with internal departments, such as sales and customer service, to ensure accurate invoicing and billing adjustments as needed.
• Evaluates credit histories and assesses the creditworthiness of customers to determine appropriate credit limits and terms, minimizing potential bad debt risks.
• Identifies opportunities to streamline collection processes, improve efficiency, and enhance the overall effectiveness of accounts receivable operations.
• Generates and distributes monthly statements to customers summarizing their account activity, outstanding balances, and payment due dates.  Ensures statements are sent out promptly and accurately reflect account status, facilitating timely payment and account reconciliation.
• Ensures compliance with company policies, industry regulations, and legal requirements related to collections practices, maintaining ethical standards in all interactions with customers.
• Maintains positive relationships with customers by providing exceptional customer service, addressing inquiries promptly, and resolving issues in a timely and professional manner.
• Collaborates effectively with colleagues in accounting, sales, and customer service departments to achieve departmental goals and objectives, contributing to the overall success of the organization.

 

Required Skills/Abilities:

• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to prioritize tasks and adapt in a high-paced environment.

 

Education and Experience:

• 2-year associate’s degree in accounting, or related field or equivalent.
• At least one year of debt collection or general accounting experience is required.       

 

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer.

 

Travel Requirements:

• No travel requirements.

 

Please note that this job description outlines primary responsibilities and duties expected in this role. Additional tasks may be assigned as deemed necessary to meet the evolving needs of the department and organization.

Equal Employment Opportunity & Non-Discrimination

Mulhaupts is an Equal Opportunity employer. Mulhaupt’s will not tolerate discrimination or unfair treatment against any employee because of race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), national origin, age (40 or older), disability or genetic information, or any other characteristic protected by local, state or federal law.  Mulhaupts prohibits discrimination against any person in recruitment, examination, hire, appointment, training, promotion, retention, discipline, forms of compensation, dismissal or any other aspect of personnel administration.

Americans with Disabilities Act Compliance

It is the policy of Mulhaupts not to exclude qualified individuals from participation in or benefiting from the services, programs, or activities of the company.  Mulhaupts shall not discriminate against a qualified individual with a disability in its job application procedures, the hiring, advancement or discharge of employees, employee compensation, job training, or any other terms, conditions and privileges of employment.  It is the intention of Mulhaupts to comply with all applicable requirements of the Americans with Disabilities Act (ADA).

Pre-employment Screening & E-Verify 

Any and all offers of employment are subject to the completion of a successful drug screen and background check. Mulhaupts participates in E-Verify, an electronic program offered through the US Department of Homeland Security, to verify the employment eligibility of employees after hire. 

All new hires must provide a valid driver’s license (or State ID).

Employment Authorization Sponsorship

Mulhaupts will not sponsor employment authorization.