Collections Specialist 

Sun Chlorella USA  is seeking a dynamic Collections Specialist to join our team in Torrance, CA 90505

Job Title:   Collections Specialist 

Department: Accounting Division

Reports To: Accounting Manager

FLSA Status: Non-Exempt


SUMMARY 

Under the general direction of the Accounting Manager, the Accounts Receivable Billing & Collections Specialist is responsible for conducting and completing any and all tasks listed under the Accounts Receivable Clerk position, but offers greater experience and expertise in the area of Accounts Receivable and Collections. Generally, a specialist level accounts receivables person is expected to be better able to handle escalated or more complex A/R issues, and is better versed in the Company’s accounting processes and systems. Typically, an Accounts Receivable & Collections Specialist has served the Company in an accounting clerk capacity. 


ESSENTIAL DUTIES AND RESPONSIBILITIES:

Makes outbound calls and/or emails to customers as assigned to recover credit card information or update payment information to process orders that have been held from shipment. 

Resolves customer issues while on the phone with caller.  If unable to resolve issue immediately, courteously transfers to the appropriate person for resolution or follow-up.

Serves as the main contact for wholesale customers regarding invoicing issues and inquiries. Responsible for preparing invoicing for retail accounts and informing retail accounts of past due balances and order status.

Sets up and maintaining customer records in our systems, which includes entering comments in customer accounts related to orders, invoices, returns, and credits.  

Responsible for balancing of daily cash receipts, and processing daily credit card authorizations.

Downloads, processes and generates collates and invoices for all new and existing customers originating from internet, third party telemarketing, and direct mail efforts.

Reviews invoices and ensures accuracy before submitting for processing to the Shipping Department.


Responsible for adhering to the Company’s standards for customer service excellence in all communications and correspondence with customers which consists of, but is not limited to:

Answering and addressing accounts receivable phone inquiries and conducts follow-up communication as needed.  

Researching and processing customer claims of invoice payment. 

Obtaining and mailing invoice copies to customers as requested.  

Calling and/or mailing correspondence to customers as necessary in order to update account records.

Conducts follow up with Customer Relation Department regarding customers to assure complete satisfaction; responds to queries from other divisions, solicits further sales, and solves or refers problems for appropriate solution.

Responsible for opening returned mail packages, evaluating returned products and preparing credit memos accordingly.

Utilizes appropriate templates, as available and drafts, as necessary, for delay letters, short-paid letters, orphan letters and other written correspondence to respond to internal and external correspondence. 

Drafting and posting Electronic Fund Transfers (EFTs).  

Responsible for maintaining up-to-date knowledge of our system and processes – acquires additional training as provided by the Company or as needed.

Receives, opens, sorts, and disperses incoming mail as needed on a daily basis.

Generates reviews and analyzes daily reports to ensure accuracy and quality. 

Generate, sort, and mail the consumer accounts receivable past due letters.  

Other projects and responsibilities may be added at the company’s discretion.


QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE 

High school diploma or general education degree (GED); and more than 4 years of experience and/or training within Sun Chlorella USA’s Accounting Division in an accounts receivable clerk capacity; or equivalent combination of education and experience.  Must have previous collections or accounts receivable experience. Data entry speed of 900-1000 keys stroked per minute and high accuracy.  Ability to type 40-45 wpm.  Excellent computer skills and ability to adapt to changing technology. Demonstrates high level of integrity. 


LANGUAGE SKILLS 

Ability to read and comprehend simple instructions, short correspondence, and memos.  Ability to write professional and appropriate business correspondence.  Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization. Possesses good verbal and written skills. 


MATHEMATICAL SKILLS 

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.  Ability to recognize patterns or errors when reviewing numerical data. 


REASONING ABILITY 

Ability to apply common sense understanding to carry out instructions furnished in written or verbal form.  Ability to deal with problems as they arise by researching and communicating potential solutions, as necessary.


PHYSICAL DEMANDS 

Ability to sit, walk, bend, and twist on an intermittent or sometimes continuous basis.  Ability to grasp (simple grasping and fine manipulation), push, pull objects such as files, file cabinet drawers, and reach overhead.  Ability to type and write frequently.  Ability to talk on and operate telephone.  Ability to lift up to

25 lbs. (usually file boxes).  The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


WORK ENVIRONMENT

Fast paced office environment. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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