AR / Collections Specialist - Hybrid Work

Hybrid Work Environment is available once training is completed! (3 days in office, 2 days remote)

The Collections Specialist is responsible for calling on past due balances (debits and credits), reporting of collection activity and account status, as well as monitoring credit holds.

Responsibilities Data Analysis and Reporting

- Assess exposure and compare to allowable limit to determine if credit is available for various energy products and services

- Provide weekly reporting (metrics recorded) for:

- All past due balances that are 3, 5, and 10 days past due

- All past due balances that are 30, 60, and 90 days past due

- All debit balances beyond 10 days past due and exceeding $100K

- All credit balances aged beyond 30 days

- Utilize Wells Fargo website daily for information relative to lockbox and electronic payment totals

- Possess analytical skills to quickly and accurately assimilate information making sound business decisions

- Ensure that reporting is accurate and detailed

- Log all relevant comments/actions for an account into the accounting system on a timely basis

- Investigate and resolve over and short payments, disputed items, and unapplied payments, working with Accounting when needed

Customer Service & Negotiation

- Contact customers regarding debit and credit balances beyond due date

- Contact customers as needed in the event cash in advance arrangements must be made for fuel and/or services

- Communicate with both the external and internal customer to investigate and resolve debit and credit balances

- If necessary, provide documentation to the customer to assist in the explanation of balances to customers

- Transmit invoices to customers as needed

- Prompt and courteous responses to all requests

- Communicate potential inability to fuel (due to credit restrictions) to sales representative, Customer Relationship Manager and, if necessary, to the General Manager

Past Due & Balance Management

- Maintain balances within the parameters set by the Credit Manager, obtaining approval to exceed set limits

- Review daily credit holds to determine if the account can be released, defining in the accounting system the justification for releasing if over and/or past due

- Notify sales of any accounts with ongoing issues leading to potential credit hold status

- Advise the analysis team of any needed increases in limits (if possible and account is current) to prevent balances from exceeding limits

- Advise management of any concerns regarding potential cash flow issues

- Know when to enlist management and sales to escalate the collection process and prevent holds

- Report daily to Credit Manager the result of discovery regarding after-hours hold requests/releases

- Report immediately to notices regarding EFT returns, check returns, stop payments, etc.

- Respond to inquiries from Credit Manager regarding accounts found to be over-exposed based upon the daily batch report

- Communicate and resolve with operations/sales any invoicing transaction failures

- Ownership of front-line collections with knowledge and understand of the appropriate time to escalate to the Sr Credit & Collections Specialist

Initiative

- Embrace and execute the core values of Mansfield Oil Company: conscientiousness, innovation, integrity, personal service, and excellence

- Embrace and execute the vision, goals, and expectations of the department and role

- Recognize when plans should change to achieve goals and execute a process for success

- Understand which goals or tasks can be rearranged to attend to more urgent concerns and execute appropriately

- Recognize when additional training could enhance performance skills and be willing to own personal and professional growth

- Evaluate performance during the day and makes appropriate adjustments to achieve daily, weekly, monthly, and yearly goals

- Develop prevention strategies to eliminate problems before they occur

- Plan before taking action to ensure that the most successful process is utilized

- Review work before submitting it

- Focus on team goals and successes, not just individual goals and successes

Additional Responsibilities As Required

- Communicate clearly with respect and courtesy at all times, both verbally and written, with correct grammatical usage

- Possess the skills to determine which correspondence should be filed in the credit file for future reference

- The ability to customize communications and processes relative to both internal and external customers

- Willingness to take additional training as suggested by management

- Willingness to invest additional time to achieve goals

- Identify and focus on the actions and steps that are within his/her control to achieve success

- Prioritize work each day so that the most important tasks are completed

Position Requirements

Formal Education & Certification

- High School diploma or equivalency required

Knowledge & Experience

- Must be fluent in English

- Proficiency in Microsoft Office Suite

- Intermediate proficiency in Microsoft Excel, including vlookups and pivot tables

- Strong data entry skills

- One year minimum of business to business collections experience required

Qualifications And Characteristics

- Excellent organizational and time management skills

- Strong analytical skills

- Problem solving skills

- Able to multi-task effectively and prioritize tasks according to the level of importance

- Attention to detail

- Excellent communication skills (both written and verbal)

- Self-motivated, self-starter

- Able to perform in a fast paced, team oriented environment

- Problem solving skills

Work Environment

- Hybrid Work Environment is available once training is completed - 3 days in office, 2 days remote

- Sitting for extended periods of time

- Dexterity of hands and fingers to operate a computer keyboard, mouse, and other computer components

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.