Structure AR Collections SpecialistKowalski Construction

JOB TITLE:    Structure Accounts Receivable Collections Specialist                         

REPORTS TO: Controller

STATUS: Full-Time/ In Office 

SUMMARY: The Structure Accounts Receivable Collections Specialist will be responsible for ensuring all billing has been done with in the SOP guidelines. Collect on all open invoices and maintain accurate notes on each project.

DUTIES AND RESPONSIBILITIES:

Customer Relations:

• Consistently strives to maintain customer satisfaction
• Acknowledges, identifies, and assesses customers’ needs by researching and resolving complaints, including on-line reviews, providing appropriate solutions and/or alternatives, all within time frames detailed in company policy 
• Ensures sustainable relationships and trust are maintained with customers through open communications via phone, mail or email 

Structure Department:

Administration:

• Participates in department meetings
• Reviews weekly reports to determine accuracy of estimates / invoices entered

Collections:

• Initiates customer calls and/or e-mails to obtain payments and payment status
• Performs all aspects of collections
• Determines the responsible party for payment
• Updates Accounting Log with accurate notes and dates
• Researches and compiles documentation required for 3rd party collection agency files
• Verifies accuracy of accounts receivable reports compared to software

Administrative:

• Collections procedures auditing:
• Helps ensure all aspects of collections are preformed in the most accurate and timely fashion
• Assists in determining the responsible party for payment if/when necessary
• Reviews Accounting Log for accurate notes and dates
• Confirms job information in DASH/Netsuite/Albi, ensuring accuracy
• Researches discrepancies between DASH/Albi & Quickbooks/Netsuite and works to provide solutions
• Confirms job information and status in DASH/Albi & Quickbooks/Netsuite, ensuring accuracy
• Collection/Write off/Legal Accounts:
• Evaluates and assists with difficult files
• Determines if write offs are necessary
• Determines if, and when discounts should be applied
• Implement processes to ensure payments are received in a timely manner
• Ensures all accounts are addressed for collections according to company policies
• Submits accounts to 3rd party collections agency when necessary/all efforts have been exhausted with Kowalski to collect. 
• Identifies past due customer files requiring court action

Team:

• Maintains a positive, friendly, and professional attitude embodying Kowalski Construction Values and Beliefs
• Contributes to team effort by accomplishing administrative tasks as needed, while maintaining high level of communication 
• Participates in daily receivables huddles to update the Controller on daily functions and tasks
• Acts as a back-up to support the department in the event of another team member’s absence 

QUALIFICATIONS: 

• High school diploma or equivalent.
• Proven customer support experience 
• Customer orientation and ability to adapt/respond to different types of personalities 
• Ability to handle and make decisions on difficult situations 
• Strong phone contact, handling skills and active listening 
• Excellent written and verbal communication skills 
• Ability to multi-task, prioritize and manage time effectively with little supervision 
• Consistent follow-through in all areas
• Microsoft Office, including intermediate proficiency in Excel
• A minimum of 3 years accounts receivable experience
• A proven record of problem solving and the ability to evaluate and offer solutions
• QuickBooks experience a plus
• Construction Experience a plus
• DASH experience a plus
• Netsuite experience a plus

PHYSICAL DEMANDS AND WORK ENVIRONMENT: 

• Frequently required to sit.
• Frequently required to stand
• Continually required to utilize hand and finger dexterity.
• Continually utilize visual acuity to read technical information, and/or use a keyboard. 
• Continually required to talk or hear.
• Occasionally/Frequently/Continually required to lift/push/carry items less than 25 pounds.
• Occasionally work around fumes, airborne particles, or toxic chemicals.
• Occasionally work around loud noise

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities or physical requirements. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.