Specialist, Sr. Credit & Collections

Position Summary:  The Sr. Credit & Collections Specialist is responsible for administering, designing, and ensuring compliance with 4Front’s credit policy and credit and collections processes including the assessment of credit applications and outstanding credit. Performs work in the following areas: researching credit history, applying acceptable credit lines and payment terms to new customer and/or supplier accounts, collection and maintenance of customer accounts, and follow-up correspondence, resolution, and escalation of overdue accounts.

1. Description of Essential Job Functions:

1. Credit

• Research credit history (e.g., collect personal/business data for analysis, run credit reports, etc.).
• Perform credit research on new customers and establish corresponding credit limits. Provide existing customer credit approvals consistent with company credit guidelines.
• Process all credit applications for terms and create accounts within company software.
• Apply acceptable credit lines and payment terms to new customer and/or supplier accounts.
• Request annual financial information from distributors and prepare spreadsheet analysis to establish credit limits.
• Perform periodic checks and evaluate credit limits on new and existing customer accounts within the designated portfolio in line with company policy.
• Carry out necessary procedures to place accounts on hold assigned accounts, and closely monitor them to ensure timely release of orders upon receipt of payment or appropriate evidence.
• Liaise with other departments and communicate credit hold or block decisions to all relevant parties.
• Update core systems manually to accurately reflect credit limits, hold status, etc.

2. Collections

• Complete logging in/recording of revenue and credit card transactions.
• Maintain and reconcile the accounts receivable and pass-through log. Verify pass-through dollars for the purpose of calculating commissions and prepare related payment vouchers.
• Perform submission of customer statements, invoice, credit memos to customers. Apply freight charges to sales orders. Ensure incoming freight charges are invoiced to customers.
• Assist the cash application team where required (i.e., remittance request, etc.).
• Assist with the company’s e-invoicing process.
• Perform collection and maintenance of customer accounts (e.g., update account profiles with new billing/account information, track account status, report on outstanding balances, prioritize collection activity).
• Ensure collection software is updated at all times with regards to actions taken, follow-ups needed, dispute reporting, and most recent customer contact details.
• Open incoming mail, log information, and prepare checks for entry into the computer system. Enter cash receipts on a back-up basis.
• Investigate and resolve customer inquiries.
• Ensure timely receipts of payments and postings to customer accounts.
• Perform past due account collection services (e.g., initiate demand letters, outbound phone calls to delinquent accounts, external debt collection, etc.) to fulfill account payment terms and collect on overdue invoices.  Work with customer accounts payable staff to determine payment and invoice discrepancies. Document collection actions, complete necessary paperwork, and update and maintain accurate financial records including accounting, receivable, and credit records.
• Communicate with other company departments to resolve complaints/disputes that have produced payment delay.
• Review customer accounts on a regular basis and make recommendations to the Manager to resolve complex accounts.
• Responsible for initiating calls to complex and difficult delinquent customers by phone, mail or personal visit to collect payments and settle accounts.
• Consistently meet assigned targets and fulfil Service Level Agreements (SLAs).

3. Other Credit & Collections Administration and Services

• Document credit and collections activity for assigned accounts.
• Prepare and maintain credit department files and run various periodic credit department reports.
• Ensure the performance of all tasks is carried out in accordance with company policies, internal controls, and Sarbanes-Oxley requirements.
• Enter customer service agreements into the Company’s data tracking systems.
• Obtain and/or maintain customer tax exemption certificates.

2. Supervisory Responsibilities:

This job has no supervisory responsibilities.

III. Qualification Requirements: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and Experience:

• Associate’s degree or Bachelor’s degree in business administration or related discipline preferred.
• 3-5+ years of experience in credit and collection procedures, manufacturing environment strongly preferred.
• Previous experience in troubleshooting and resolving transactional issues and interacting effectively with both colleagues and customers is required.
• Previous 1+ years of experience operating in a fast-paced accounts receivable or customer service function is desirable.

Computer Skills

• Ability to use a personal computer utilizing spreadsheet and word processing software applications, databases, and automated systems to accomplish work.
• Advanced/Intermediate skill level with Microsoft Office Suite; Word, Excel, Project, and PowerPoint preferred.
• Proficient with financial software (JD Edwards preferred).
• Familiarity with Textura, GCPay, and ProCore preferred.

Certificates, Certifications, Licenses, Registrations:

• Professional Credit Specialist (PCS), Credit Business Associate (CBA), or advanced credit designation is preferred.

Other Skills, Abilities, or Competencies:

• Strong mathematical skills.
• Familiarity with AIA Billing.
• Strong work ethic and can-do work style.
• Ability to create advanced reports in Excel.
• Contributes to building a positive team spirit.
• Balances team and individual responsibilities.
• Strong analytical, administrative, and problem-solving skills.
• Ability to build morale and group commitments to goals and objectives.
• Ability to write reports, business correspondence, and procedure manuals.
• Detail oriented and the ability to proactively recognize and resolve issues.
• Strong knowledge of general credit and collection and accounting techniques.
• Polished group and interpersonal communication skills, both written and verbal.
• Puts success of team above own interests; supports everyone's efforts to succeed.
• Exhibits objectivity and openness to others' views; gives and welcomes feedback.
• Excellent organizational skills and ability to multi-task in a changing environment.
• Working knowledge of finance, accounting, budgeting, cost control principles, and GAAP.
• Must be self-motivated, goal oriented, quality-driven, and capable of working with minimum supervision.
• Proficient knowledge of credit balances and 1st party business to business collections (Accounts Receivables).
• Ability to prioritize multiple tasks, work effectively within time constraints and deadlines, and maintain composure.
• Must possess integrity and be able to manage confidential information with the utmost care, security, and discretion.
• Ability to work independently within established procedures associated with the credit and collections job function.
• Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
• Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.
• Requires considerable attention to accounting detail to credit and collection related details to properly extend credit to company customers and insure timely collection of overdue accounts.

Other Qualifications, Experience, or Requirements:

• Requires a valid motor vehicle operator’s license and the ability to operate a motor vehicle while carefully observing all traffic rules and regulations.

• Requires the ability to use a variety of office/production related equipment such as a telephone and photocopier.

Work beyond the traditional 40 hours per week may be required as workload or projects dictate, including weekends and holidays.