Collections Specialist

Accounts Receivable / Collections Specialist

Job Overview

The AR/Collections Specialist manages the full accounts receivable cycle with a strong emphasis on collections, ensuring timely payment of outstanding invoices while maintaining positive customer relationships. This role applies payments, resolves disputes, and monitors account aging to support healthy cash flow. Reports to the Accounting Manager, AR Manager, or Controller.

Key Responsibilities

• Monitor accounts receivable aging and proactively contact customers via phone, email, and mail to collect outstanding balances
• Post and apply incoming payments (checks, ACH, wire, credit card) to customer accounts accurately and timely
• Generate, review, and distribute customer invoices, credit memos, and monthly statements
• Research and resolve payment discrepancies, short pays, chargebacks, deductions, and disputes
• Negotiate payment plans and escalate seriously delinquent accounts as needed
• Reconcile customer accounts and maintain accurate AR sub-ledger records
• Prepare weekly/monthly AR aging, DSO, and collections status reports with recommended actions
• Partner with sales, customer service, and internal teams to resolve billing and account issues
• Assist with credit reviews, new customer setup, and credit limit monitoring
• Support month-end close activities, including AR journal entries and reconciliations
• Maintain organized, audit-ready records of all collection efforts and customer communications

Qualifications

• Associate’s or Bachelor’s degree in Accounting, Finance, or related field preferred
• 2+ years of accounts receivable and/or collections experience
• Working knowledge of GAAP and AR/collections processes
• Proficiency in Microsoft Excel (pivot tables, VLOOKUPs) and MS Office Suite
• Experience with ERP/accounting systems (e.g., SAP, Oracle, NetSuite, QuickBooks, Sage)
• Strong negotiation, communication, and problem-solving skills
• Professional, customer-focused approach with the ability to balance collections urgency and relationships
• Detail-oriented, organized, and able to manage multiple priorities under deadlines

Key Competencies

• Attention to Detail – Accuracy and thoroughness in all AR/collections transactions
• Communication – Clear, professional interaction with internal teams and customers
• Persistence – Diligent follow-up on outstanding and delinquent accounts
• Results Orientation – Accountable for reducing DSO and improving cash flow
• Customer Orientation – Balances collection efforts with strong customer relationships