Job Summary: A Credit & Collections Representative is responsible for the collection of open transactions as well as the analysis and management of orders to be released through the ERP system. This involves granting credit to new and existing customers, with a strong focus on collecting payments on delinquent accounts. The Credit & Collections Representative will have an assigned portfolio of customers which will include the collection of account balances, review disputes and provide accurate information on the progress of collection activities in the ERP system. The Credit & Collection Representative must have the ability to analyze important financial data and make decisions pertaining to the releasing of orders based upon past due balances, credit lines, payment history and terms as well as effective actions to collect on past-due accounts.
Duties and Task:
Call, fax, e-mail, and write letters to assigned portfolio and arrange payment of all past due invoices via check, cashier’s check, money order, cash, ACH or credit card.
Provide customers with necessary documentation and assistance as needed to ensure prompt payment of invoices.
Negotiate payment plans with customers and follow up as required. Advise Director of Credit and Collections of such situations.
In the ERP system, document thoroughly all collection activity on each customer contacted.
Promptly analyze orders on credit hold/review status to determine if orders should be released in the ERP system.
Request Credit Assistant to update credit files as required.
Effectively communicate with Branch Managers and sales staff for assistance in collection issues, order holds and customer disputes/discrepancies along with any customer service issues.
Assist Accounts Receivable Department with the resolution of customer service issues.
Provide necessary information to the Director of Credit and Collections for line of credit adjustments or request for a change in terms of sale.
Provide necessary documentation to the Director of Credit and Collections when accounts require additional collection actively with a third-party collection agency.
Knowledge, Skills and Abilities:
Clerical – Experience with standard business letters and report formatting sufficient to prepare documentation and communication accurately.
Credit/Collections – Detailed understanding of standard commercial collection practices and techniques along with the ability to analyze the process of releasing orders.
Computer Knowledge – Good working knowledge of Microsoft Word and Excel.
Computer Skills – Proficiency in Microsoft Word (letters), Microsoft Excel (spreadsheets), ERP system.
Communication – Effective verbal and written communication with the internal or external customers. Use of proper grammar in business letters and emails.
Time Management Skills – Strong ability to multitask while handling multiple customers.
Independent Working – Ability to work independently and following through on assignments with minimal direction.
Information Input – Ability to acquire information required to complete the job by observing, receiving, and otherwise obtaining information from all relevant sources; ability to research/investigate issues using the internet.
Credentials and Education:
Associate Degree (or higher) in business related field, or
Five years of previous experience in commercial credit and collections, or
Equivalent combination of education and experience
Establishing and Maintaining Interpersonal Relationships – Establish and maintain cooperative positive working relationships with all internal team members and with external customers.
Mathematics – Ability to add, subtract, multiply and divide quickly and correctly, as well as the ability to analyze accounts containing debits and credits.
Written Communication – Ability to recognize, spell and use accounting terminology in a proper fashion.
Conflict Resolution – Ability to resolve conflicting situations with the internal and external customer.
Time Management – Ability to deal effectively with multiple deadlines and maintain effectiveness in various and stressful circumstances.