What are the responsibilities and job description for the Collections Administrator position at B & C Fire Safety Inc?
B&C Fire Safety is a locally owned, family focused company with offices in Fort Walton Beach, Santa Rosa Beach, and Panama City Beach. B&C Fire Safety specializes in all facets of fire protection products and services. Our clients are comprised of commercial, industrial, hospitality, military as well as numerous local, state, and federal government entities. Our life safety protection services include the design, installation, inspection and maintenance of fire extinguishers, fire sprinkler systems, fire suppression systems and fire alarm systems. Our current territory spans the entire Florida Panhandle including Pensacola, Panama City, and Tallahassee.
B&C Fire Safety has an immediate opening for a qualified Collections Administrator at our Fort Walton Beach, FL Location.
Position Summary
The Collections Administrator will be responsible for the daily follow-up and collection of past-due customer invoices. This position requires someone who is comfortable making collection calls, asking for payment, following up on promises to pay, researching account issues, and working with customers to resolve outstanding balances.
This is a hands-on collections position. Daily collection calls and consistent follow-up are an essential part of the job.
Essential Responsibilities
- Make daily collection calls to customers with past-due balances
- Follow up by phone and email on outstanding invoices
- Review accounts receivable aging reports and prioritize collection activity
- Establish and maintain a daily collection schedule
- Document all collection calls, emails, promises to pay, and customer responses
- Obtain specific payment commitments from customers and follow up until payment is received
- Monitor promises to pay and immediately follow up on missed commitments
- Research customer accounts, invoices, payments, credits, and adjustments
- Identify billing discrepancies and work with the appropriate department to resolve them
- Communicate professionally with customers regarding overdue invoices
- Handle customer objections and payment concerns professionally and effectively
- Escalate seriously delinquent accounts to management when appropriate
- Maintain accurate and current customer account notes
- Work closely with billing, service, inspections, sprinkler, alarm, and fire extinguisher departments to resolve account issues
- Assist with placing appropriate accounts on credit hold when directed by management and send monthly customer statements
- Assist management with collection reports and accounts receivable aging
- Maintain confidentiality of customer and company financial information
- Perform other accounts receivable and administrative duties as assigned
Requirements:
- 1–3 years of collections, accounts receivable, billing, or related experience preferred
- Experience making business-to-business collection calls preferred
- Strong verbal and written communication skills
- Comfortable having direct conversations about overdue balances
- Professional, persistent, and confident
- Strong attention to detail
- Excellent organizational and follow-up skills
- Ability to prioritize multiple accounts and deadlines
- Ability to work independently and take ownership of assigned accounts
- Basic Microsoft Excel and Microsoft Office skills
- Experience with accounting, ERP, or service management software is a plus
- High school diploma or equivalent
- Valid Driver's License
- Must pass Pre-employment drug screen and background check