Accounts Receivable Collections Specialist (Cincinnati)

Position Title: Accounts Receivable Collections Specialist

Reports to: Controller

Classification: Non-Exempt

Position Description

The Accounts Receivable Collections Specialist is responsible for managing the organization's collections process from end to end, including preparing and distributing weekly accounts receivable aging reports to Sales, Accounting, Customer Service, and executive leadership. This role independently investigates and resolves payment discrepancies in partnership with Sales, Customer Service, and the customer directly, contacts customers to secure payment on past-due accounts, and recommends credit hold and shipment cut-off decisions to Sales. The Accounts Receivable Collections Specialist also prepares credit memo paperwork for approval and account adjustments, ensuring accurate, timely, and well-documented resolution of all outstanding receivables.

Key Responsibilities

1. Own the collections process for all customer accounts, proactively contacting customers by phone and email to secure payment on past-due balances and maintaining detailed records of all collection activity.
2. Prepare and distribute a weekly AR aging report to Sales, Accounting, Customer Service, and executives, and use it to prioritize daily collection efforts.
3. Independently research and investigate payment discrepancies and short-pays, pulling and reviewing orders, invoices, and shipping documentation before escalating, and partner with Customer Service and Sales to resolve root causes.
4. Communicate directly and confidently with customers regarding past-due balances, including firm follow-up calls when accounts are seriously delinquent.
5. Evaluate customer account status and recommend credit hold, cut-off, and release decisions to Sales based on payment history and risk.
6. Prepare credit memo and account adjustment paperwork for review and approval, including supporting documentation, routing to Accounting for entry into the ERP system.
7. Reconcile customer accounts as needed to ensure AR balances are accurate and current.
8. Serve as the primary liaison between Accounting, Sales, and Customer Service on all AR and collections matters.
9. Other duties as assigned.

Competencies

1. Strong, confident communication skills, with the ability to hold firm and professionally assertive conversations with customers regarding past-due accounts.
2. Self-directed problem solver with strong investigative skills and the ability to research and resolve discrepancies with minimal oversight.
3. Detail oriented with the ability to multi-task numerous priorities within timeframes.
4. Strong organizational and time management skills.
5. Sound judgment in balancing customer relationships with the organization's credit risk and cash flow needs.
6. Ethical Conduct.

Qualifications

1. Associate degree in accounting or related field, or equivalent practical experience.
2. 2-4 years of experience in accounts receivable, collections, or credit, preferably in a business-to-business environment.
3. Experience with ERP/accounting software and strong Microsoft Excel skills.
4. Demonstrated ability to communicate difficult messages professionally, both verbally and in writing.

Travel

Minimal to no travel is expected for this position.

Supervisory Responsibility

No

Work Environment

This position operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers and filing cabinets.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. This is a largely sedentary role; however, some kneeling, bending, and standing is required as necessary.

Position Type/Expected Hours of Work

This is a full-time position, M-F 8:00am – 5:00 pm. Occasional evening and weekend work may be required as job duties demand.