Collections Specialist

Collections Specialist (AR/AP Support)

Department: Finance / Accounting Location: Remote Reports To: Controller

Job Summary

The Collections Specialist (AR/AP Support) at DRG Technologies is responsible for managing past-due customer accounts and supporting timely collection of outstanding receivables. This role works closely with Customer Service, Sales, and the Accounting team to resolve billing issues, maintain positive customer relationships, and improve cash flow through effective collection practices.

Collections management is the primary focus of this position, with additional support provided to Accounts Receivable and Accounts Payable functions as needed to assist the accounting team and ensure efficient financial operations.

Key Responsibilities

Collections Management

• Monitor accounts receivable aging reports and identify past-due customer balances.
• Contact customers regarding outstanding invoices through phone, email, or written communication.
• Maintain accurate records of collection activity and customer communication.
• Investigate and help resolve payment discrepancies, billing questions, or disputes delaying payment.
• Escalate significantly delinquent or high-risk accounts to management as necessary.
• Support efforts to reduce Days Sales Outstanding (DSO) and improve overall cash flow.

Customer Relationship Management

• Maintain professional and constructive relationships with customers while addressing past-due balances and payment concerns.
• Communicate clearly and respectfully when discussing outstanding invoices, balancing effective collection practices with strong customer service.
• Represent DRG Technologies in a professional manner when resolving payment issues or account concerns.

Accounts Receivable Support

• Assist with posting and applying customer payments within the accounting system.
• Support reconciliation of customer accounts and investigation of payment discrepancies.
• Maintain accurate customer account records and documentation.
• Assist with preparation of accounts receivable reports and aging summaries.
• Help maintain customer credit documentation and monitor accounts approaching credit limits.
• Assist on processing new credit applications and establishing new customers

Accounts Payable Support

• Assist with reviewing and entering vendor invoices into the accounting system.
• Support invoice matching to purchase orders and resolving discrepancies.
• Assist with vendor communication regarding payment status or invoice inquiries.
• Provide backup support for vendor payment processing when necessary.

Cross-Functional Coordination

• Work closely with Customer Service, Sales, and Accounting to resolve invoice disputes or payment delays.
• Help identify root causes of recurring payment delays and support improvements to billing or documentation processes.

Reporting & Administrative Support

• Maintain accurate documentation of collections activities and account updates.
• Assist in preparing reports related to receivables, collections performance, and aging trends.
• Utilize accounting and ERP systems (such as Sage 100) to review balances, record collection activity, and maintain accurate financial records.
• Support month-end and year-end accounting processes as needed.

Other Duties

• Support the accounting department through completion of special projects or additional assignments as needed.

Competencies

• Attention to Detail: Ability to review financial data accurately and maintain precise records.
• Communication Skills: Clear and professional communication with customers, vendors, and internal teams.
• Problem-Solving: Ability to investigate account discrepancies and identify solutions.
• Negotiation Skills: Ability to handle collection discussions while maintaining positive customer relationships.
• Analytical Thinking: Capability to review aging reports and identify collection priorities.
• Organization & Time Management: Ability to manage multiple accounts and deadlines effectively.
• Team Collaboration: Work effectively with accounting, sales, and customer service teams.
• Integrity & Confidentiality: Maintain ethical standards when handling sensitive financial information.

Qualifications

• 2–4 years of experience in collections, accounts receivable, or related accounting role preferred.
• Experience with accounting or ERP systems; Sage 100 experience preferred.
• Strong proficiency in Microsoft Excel and Microsoft Office.
• Understanding of accounts receivable processes and basic accounting principles.
• Strong attention to detail and organizational skills.
• Excellent communication and interpersonal abilities.
• Ability to work independently and collaboratively within a team environment.
• Experience in a manufacturing environment is a plus.

Physical Requirements

The physical requirements for this role are minimal and primarily involve office-based work.

• Ability to sit for extended periods while performing computer-based work.
• Frequent use of computers, keyboards, and accounting software.
• Ability to review financial documents and spreadsheets with attention to detail.
• Occasional handling and organization of paperwork or files.
• Ability to communicate clearly and professionally in English, both verbally and in writing.