Collections Coordinator

POSITION SUMMARY:

The Collections Coordinator provides administrative and operational support to the Collections Department, helping ensure customer accounts, order releases, billing requirements, and related processes are handled accurately and efficiently. This position coordinates with internal departments and customers to resolve administrative issues, maintain required documentation, and support the timely collection of outstanding balances.

POSITION RESPONSIBILITIES:

• Manage and monitor KACE tickets, assigning requests to Collections team members based on type, priority, and workload, resolving straightforward tickets directly, and escalating more complex issues as needed.
• Coordinate credit review order releases by reviewing account status, confirming requirements, and communicating decisions to the appropriate internal teams.
• Upload invoices to customer billing portals, maintain portal accounts and customer-specific requirements, and monitor for rejected invoices, missing information, and other issues requiring follow-up.
• Manage the ACH autopay, including failed drafts and account changes.
• Communicate with Sales, Customer Service, Accounting, and other departments regarding account holds, order releases, billing discrepancies, and customer requirements, following up to ensure orders and invoices are not unnecessarily delayed.
• Prepare reports, maintain tracking spreadsheets, and assist with other departmental reporting and administrative needs.
• Perform other duties and special projects as assigned.

Position Requirements

• Associates degree; additional education or relevant experience preferred.
• 2+ years of administrative, accounting, billing, collections, customer service, or related experience preferred.
• Strong attention to detail and ability to accurately manage multiple tasks and deadlines.
• Comfortable working with ERP systems, ticketing systems (KACE or similar), customer portals, payment processing platforms, Microsoft Office, and other business software.
• Strong organizational and follow-up skills.
• Ability to communicate professionally and effectively with both internal departments and external customers.
• Ability to research issues, identify missing information, and take appropriate action to resolve problems.
• Ability to work independently while maintaining strong communication with the Collections team and other departments.
• Strong problem-solving skills and a customer-service mindset.

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