Payment Operations Associate

Job Description

Job Description

Job Title: Payment Operations Associate
Job Description

The Payment Operations Associate supports day-to-day customer payment servicing and back-office operations, ensuring accurate processing of payments, schedules, and customer account activities within agreed service levels. This role focuses on managing recurring payment plans, resolving payment exceptions, and maintaining precise financial records while collaborating closely with internal teams to support customer and business needs.

Responsibilities

• Support day-to-day customer payment servicing and operational activities across mailed payments, recurring payment plans, and back-office payment processes.
• Set up and maintain customer payment schedules, including onboarding activities, account updates, amendments, and cancellations, ensuring accuracy and adherence to service levels.
• Manage recurring payment plan activity, including payment setup, maintenance, suspensions, retries, and recovery actions.
• Support payment recovery and collections activities, including handling failed payments, conducting non-payment follow-ups, and performing customer payment investigations.
• Process and investigate payment exceptions, rejected transactions, refunds, disputes, chargebacks, and customer servicing requests.
• Reconcile payment discrepancies such as duplicate payments, overpayments, underpayments, and customer account variances.
• Maintain accurate customer payment records and operational data across internal systems and operational workflows.
• Monitor operational queues and servicing activities to ensure requests are completed within agreed timelines and service expectations.
• Support operational reconciliation, balancing, and exception tracking activities across customer payment operations.
• Work closely with internal operational teams, client servicing teams, and leadership to support customer and business requirements.
• Support operational reporting, reconciliation tracking, and management information activities across customer payment operations.
• Monitor operational metrics and identify opportunities for process improvement, efficiency gains, and risk reduction.
• Maintain operational procedures, documentation, and process records, including updates related to operational or system changes.
• Escalate operational issues, payment risks, and unresolved customer impacts in line with established procedures.
• Ensure all payment activities are completed accurately and in accordance with operational controls, compliance requirements, and customer data handling standards.
• Support testing, implementation activities, and operational readiness for process enhancements or system changes.
• Provide support for additional operational activities, ad hoc requests, and departmental projects as required.
• Handle customer mailings, including file processing, printing, writing, mailing, and recording of customer communications such as nonpayment letters and plan-related correspondence.
• Process orders, plan contracts, refund checks, billing, and invoicing activities as part of the payment operations function.
• Perform cash application, accounts receivable, and accounts payable activities, ensuring timely and accurate financial processing.

• Proficiency in Microsoft Word, including the ability to perform letter mail merges, print and prepare documents, and manage customer correspondence.
• Proficiency in Microsoft Excel, including handling billing, reconciliation, and operational reporting tasks.
• Experience with accounts payable processes, including invoice processing and payment handling.
• Experience with accounts receivable and invoicing activities, including cash application and payment posting.
• Knowledge of accounting and bookkeeping principles relevant to payment processing and reconciliation.
• Strong reconciliation skills to resolve payment discrepancies, account variances, and balancing issues.
• Experience in payment operations, finance, or a related back-office operations environment.
• Ability to manage customer follow-ups, nonpayment letters, and other payment-related communications in a professional manner.
• Strong attention to detail and accuracy when handling customer payment data and financial records.
• Ability to monitor operational queues, manage multiple tasks, and meet agreed service levels and timelines.

• Experience with lockbox processing and handling mailed payments.
• Familiarity with customer mailings, including file processing, printing, and recording of outgoing communications.
• Exposure to cash application processes within a finance or accounting environment.
• Experience in operational reporting and management information preparation.
• Interest in developing or enhancing administrative skills, including mail merge and document preparation.
• Ability to support testing and implementation of process or system changes within an operational setting.

The role is based out of a modern, newly opened office in Norwalk, CT, within a payment operations environment that emphasizes accuracy, collaboration, and efficiency. The team operates primarily on a mostly remote basis, with only a few administrative staff working on site, creating a flexible work arrangement. The typical workweek is approximately 30 to 35 hours, supporting a healthy work–life balance. The environment involves regular use of Microsoft Word and Excel, particularly for mail merges, printing, and mailing documents and letters, as well as handling billing, reconciliation, and other finance-related tasks. The position is offered as a temporary-to-permanent opportunity, providing the chance to grow into a long-term role while gaining valuable administrative and operational experience.

Job Type & Location

This is a Contract to Hire position based out of Norwalk, CT.

The pay range for this position is $22.00 - $24.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:
• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in Norwalk,CT.

This position is anticipated to close on Jun 13, 2026.

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email View email address on ziprecruiter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.