Collection Specialist I

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Position Summary

Collections Specialist I is responsible for monitoring overdue accounts, contacting customers to arrange payment, and maintaining accurate records of collection activities. This entry-level position is responsible for securing payments from customers within a designated portfolio of accounts totaling up to and exceeding $5 million, while delivering exceptional customer service and ensuring compliance with all legal and company policies. Reconcile company A/R books to determine past due accounts. Work with Billing Department regarding invoice setup.

Duties and Responsibilities:

• Contact customers via phone, email, or mail to collect outstanding payments or negotiate repayment plans.
• Reconcile customer payments between several company A/R books.
• Resolve cash account balances within all company divisions; apply, refund, or transfer funds to a different company branch as needed.
• Partner with operational setup of a load that results in an invoice to ensure that invoice generated was created and sent to correct customer.
• Partner with customers and customer 3rd party agents (CASS Processing Center, Transplace, CLX Logistics) to verify invoices past due have been received and are in line for payment.
• Create and present to customers balance due invoices that have been short-paid. Resolve causes for customers’ short payments.
• Maintain knowledge of EDI orders, ASN, invoice and the websites Heniff’s customers use, to resolve collection issues.
• Maintain knowledge of ERS customers and reason(s) for customer over- or under-payment.
• Maintain knowledge of intercompany activity with respect to invoicing and third-party customer billing.
• Collaborate with internal teams (sales, billing, terminals, finance, legal) when necessary.
• Perform other duties as assigned.

Job Requirements

Education and Experience:

• High school diploma or equivalent (Associate’s degree preferred).
• 1 years of experience in collections, accounts receivable, or a related financial role.
• Knowledge of billing procedures and collection techniques.
• Familiarity with debt collection laws and regulations (FDCPA)
• Proficiency with MS Office and accounting software such as Great Plains

Preferred Qualifications:

• Strong communication and negotiation skills.
• Attention to detail and organizational ability.
• Ability to work independently and meet deadlines.
• Experience in Great Plains software.

Essential Qualifications:

• Exceptional organization and analytical abilities
• Strong verbal and written communication skills
• Keen attention to detail
• Ability to collaborate effectively across all levels of the organization
• Flexible and adaptable to changing priorities
• Customer-focused mindset, ensuring timely delivery of needs and deadlines
• Positive, proactive, and self-motivated approach
• Commitment to continuous improvement in processes and performance
• Comfortable working in a fast-paced, dynamic environment
• Strong problem-solving and critical thinking capabilities

Language Skills

• Ability to read, write and speak English proficiently

Physical Demands:

• Ability to remain seated and work at a computer for extended periods ( up to 8 hours per day.)
• Frequent use of hands and fingers for typing and data entry.
• While performing the duties of this job, the employee is regularly required to talk or hear.
• May be required to stand, walk, sit, use hands to feel; reach with hand and arms, and stoop, kneel or crouch as needed.
• Visual acuity to review detailed information on screens and documents.
• Ability to operate in a constant state of alertness and safe manner.

Work Environment:

• Office-based with occasional remote work options.
• May involve handling sensitive information and interacting with customers under stressful circumstances.
• The position typically operates in a standard office environment such as computers, phones, and scanners.

Benefits Package:

• Medical, Dental, Vision, Life, and Disability Insurance

• 401(k) Plan Company Match

• Paid Time Off

• Company Paid Holidays

The Heniff Family of Companies, we believe our biggest asset is our people. We are proud to be an equal opportunity employer, hiring and developing individuals from diverse backgrounds and experiences to add to our collaborative culture. Heniff treats all candidates and employees with respect and does not discriminate in our recruiting, hiring, and promoting processes and general treatment during employment, including on the basis of actual or perceived race, creed, color, religion, sex, age, sexual orientation, gender identity and/or expression, alienage or national origin, ancestry, citizenship status, marital status, veteran status, or disability.