What are the responsibilities and job description for the Collections Specialist position at V. Marchese Inc Official?
Company Description
V. Marchese Inc., established in 1934 by Vito Marchese, has grown from humble beginnings to a trusted provider of fresh produce, dairy, and spices. Known for its exceptional quality and intensive food safety procedures, the company prioritizes exceeding industry standards. The V. Marchese family is committed to delivering unparalleled customer service while ensuring all client needs are met. Rooted in a passion for produce and people, V. Marchese Inc. takes pride in its long-standing dedication to quality and customer satisfaction.
Job Description
This is a full-time on-site role for a Collections Specialist at V. Marchese Inc., located in Milwaukee, WI. The Collections Specialist is responsible for managing the collection of outstanding payments, collaborating with customers to resolve billing issues, and ensuring accurate and timely follow-ups. Day-to-day tasks include contacting customers regarding overdue accounts, negotiating payment plans, maintaining accurate records of collections, and coordinating with other departments to address customer concerns.
Key Responsibilities:
Accounts Receivable (A/R) and Collections:
o Monitor accounts receivable to identify overdue accounts and prioritize collection efforts.
o Contact customers via phone, email, and mail to discuss overdue payments, resolve billing issues, and negotiate payment plans.
o Process customer payments (checks, ACH, wire transfers) and apply cash receipts accurately to customer accounts.
o Investigate and resolve payment discrepancies and customer disputes, collaborating with sales and customer service teams as needed.
o Generate and analyze aging reports and provide regular updates on the status of unpaid accounts to management.
o Recommend accounts for escalation to third-party collection agencies or for write-off when necessary.
Accounts Payable (A/P) Support:
o Process vendor invoices, ensuring proper documentation and necessary approvals prior to payment.
o Schedule and prepare disbursements (checks, electronic payments) to vendors in a timely and accurate manner.
o Reconcile vendor statements and resolve any discrepancies or issues with vendors.
o Maintain organized records of all A/P transactions and vendor information.
General Accounting & Administration:
o Perform day-to-day financial transactions, including general ledger entries and bank reconciliations.
o Assist with month-end and year-end closing procedures.
o Ensure compliance with internal controls and relevant financial laws and regulations.
o Maintain accurate and up-to-date financial records and documentation in the accounting system (e.g., QuickBooks, SAP, ERP systems).
Qualifications & Skills:
Education: High school diploma or equivalent is required; an Associate's or Bachelor's degree in Accounting, Finance, or a related field is often preferred.
Experience: Proven work experience in a combined A/P and A/R role or as a Collections Specialist.
Technical Skills: Proficiency in accounting software like QuickBooks Online or ERP systems. Strong data entry skills and proficiency in Microsoft Office, particularly Excel.
Soft Skills: Excellent written and verbal communication, negotiation, and problem-solving skills. Strong attention to detail, accuracy, and organizational skills. Ability to work independently, prioritize tasks, and meet deadlines in a fast-paced, goal-oriented environment. High degree of professionalism and empathy when handling sensitive financial situations.
V. Marchese Inc., established in 1934 by Vito Marchese, has grown from humble beginnings to a trusted provider of fresh produce, dairy, and spices. Known for its exceptional quality and intensive food safety procedures, the company prioritizes exceeding industry standards. The V. Marchese family is committed to delivering unparalleled customer service while ensuring all client needs are met. Rooted in a passion for produce and people, V. Marchese Inc. takes pride in its long-standing dedication to quality and customer satisfaction.
Job Description
This is a full-time on-site role for a Collections Specialist at V. Marchese Inc., located in Milwaukee, WI. The Collections Specialist is responsible for managing the collection of outstanding payments, collaborating with customers to resolve billing issues, and ensuring accurate and timely follow-ups. Day-to-day tasks include contacting customers regarding overdue accounts, negotiating payment plans, maintaining accurate records of collections, and coordinating with other departments to address customer concerns.
Key Responsibilities:
Accounts Receivable (A/R) and Collections:
o Monitor accounts receivable to identify overdue accounts and prioritize collection efforts.
o Contact customers via phone, email, and mail to discuss overdue payments, resolve billing issues, and negotiate payment plans.
o Process customer payments (checks, ACH, wire transfers) and apply cash receipts accurately to customer accounts.
o Investigate and resolve payment discrepancies and customer disputes, collaborating with sales and customer service teams as needed.
o Generate and analyze aging reports and provide regular updates on the status of unpaid accounts to management.
o Recommend accounts for escalation to third-party collection agencies or for write-off when necessary.
Accounts Payable (A/P) Support:
o Process vendor invoices, ensuring proper documentation and necessary approvals prior to payment.
o Schedule and prepare disbursements (checks, electronic payments) to vendors in a timely and accurate manner.
o Reconcile vendor statements and resolve any discrepancies or issues with vendors.
o Maintain organized records of all A/P transactions and vendor information.
General Accounting & Administration:
o Perform day-to-day financial transactions, including general ledger entries and bank reconciliations.
o Assist with month-end and year-end closing procedures.
o Ensure compliance with internal controls and relevant financial laws and regulations.
o Maintain accurate and up-to-date financial records and documentation in the accounting system (e.g., QuickBooks, SAP, ERP systems).
Qualifications & Skills:
Education: High school diploma or equivalent is required; an Associate's or Bachelor's degree in Accounting, Finance, or a related field is often preferred.
Experience: Proven work experience in a combined A/P and A/R role or as a Collections Specialist.
Technical Skills: Proficiency in accounting software like QuickBooks Online or ERP systems. Strong data entry skills and proficiency in Microsoft Office, particularly Excel.
Soft Skills: Excellent written and verbal communication, negotiation, and problem-solving skills. Strong attention to detail, accuracy, and organizational skills. Ability to work independently, prioritize tasks, and meet deadlines in a fast-paced, goal-oriented environment. High degree of professionalism and empathy when handling sensitive financial situations.