Collections and Expense Reporting Associate

Job Description

Job Description

We are seeking a detail-oriented and professional Collections & Expense Reporting Associate to support accounts receivable collections activities, employee expense report administration, and compliance-related reporting requirements. This role is responsible for managing customer collections efforts, coordinating with third-party collection agencies, reviewing employee expense reports for policy compliance, and supporting Sunshine Act expense reporting processes.

The ideal candidate has strong communication skills, experience working within accounting systems such as QuickBooks Online, and the ability to manage sensitive financial information with accuracy and professionalism.

Key Responsibilities

Collections & Accounts Receivable Responsibilities (Approximately 75%)

• Perform collection activities on outstanding customer accounts through phone calls, emails, and written communication.
• Monitor aging reports and proactively follow up on overdue balances.
• Coordinate and communicate with external collection agencies on delinquent accounts, account placements, payment updates, and account resolutions.
• Maintain detailed documentation of collection activities, payment arrangements, disputes, and customer communications.
• Research and resolve billing discrepancies and customer account issues.
• Assist with account reconciliations and cash application research as needed.
• Escalate high-risk or significantly past-due accounts to management when appropriate.
• Work closely with Sales, Customer Service, and Accounting teams to support account resolution efforts.
• Maintain accurate customer records within QuickBooks Online and related systems.

Expense Reporting & Compliance Responsibilities (Approximately 25%)

• Review employee expense reports for accuracy, completeness, appropriate approvals, and compliance with company travel and expense policies.
• Verify receipts, coding, business purpose documentation, and supporting details for submitted expenses.
• Administer and review corporate credit card expense activity and reconciliations.
• Support Sunshine Act / Open Payments reporting requirements by reviewing and tracking reportable healthcare provider-related expenses, meals, travel, and other transfers of value.
• Assist with maintaining accurate records and supporting documentation for compliance and audit purposes.
• Identify policy violations, unusual transactions, or missing documentation and follow up with employees as necessary.
• Assist with expense reimbursement processing and accounts payable support as needed.
• Recommend process improvements to strengthen controls and improve efficiency.

Qualifications

• Associate’s or Bachelor’s degree in Accounting, Finance, Business, or related field preferred.
• 2+ years of experience in collections, accounts receivable, expense reporting, accounting, or related financial operations.
• Experience working with external collection agencies preferred.
• Experience reviewing employee expense reports and corporate credit card transactions.
• Familiarity with Sunshine Act / Open Payments reporting requirements preferred, particularly within healthcare or medical device environments.
• Experience using QuickBooks Online or similar accounting software.
• Strong Microsoft Excel skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage confidential and sensitive financial information professionally and discreetly.

Preferred Qualifications

• Experience in a healthcare, medical device, or subscription billing environment.
• Understanding of basic accounting principles, accounts receivable, and compliance processes.
• Experience supporting audits and maintaining documentation for regulatory compliance.

Key Skills

• Collections and customer communication
• Expense report review and policy compliance
• Sunshine Act expense tracking
• Attention to detail and organization
• Problem-solving and follow-through
• Account reconciliation
• Professional communication
• Time management and prioritization
• Team collaboration

Success Measures

• Timely reduction of outstanding receivable balances
• Accurate and professional management of collection activities
• Effective coordination with collection agencies
• Accurate and compliant expense report processing
• Timely and accurate Sunshine Act reporting support
• Strong internal and external customer service
• Minimal processing errors and policy exceptions