Credit & Collection Specialist

The Credit Specialist is responsible for supporting the Company's credit and collection operations through order release review, cash application, collection activities, account maintenance, and customer service. This position plays a key role in maintaining accurate accounts receivable records, monitoring customer account status, facilitating timely order processing, reducing past-due balances, and supporting healthy cash flow while helping protect company assets.

The Credit Specialist works under the direction of the Credit Manager and may receive day-to-day guidance and work assignments from the Assistant Credit Manager. The ideal candidate is detail-oriented, customer-focused, and comfortable working in a highly transactional and manually intensive environment utilizing AS400 and other legacy systems.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Cash Application & Account Maintenance

• Accurately process and apply customer payments, including checks, ACH transactions, wire transfers, and lockbox receipts within AS400.

• Perform high-volume manual cash application and account reconciliation activities.

• Research and resolve unapplied cash, short payments, overpayments, and payment discrepancies.

• Process customer account adjustments, credits, write-offs, and transfers as authorized.

• Maintain accurate customer account records and supporting documentation.

• Assist with customer account setup, maintenance, and updates.

Order Release & Credit Review

• Review and release customer orders daily through AS400 in accordance with established credit policies, approved credit limits, account status, and payment history.
• Analyze customer account aging, outstanding balances, credit availability, and past-due status when evaluating orders for release.
• Communicate promptly with Sales, Customer Service, and credit management regarding held orders and required actions for release.
• Escalate exceptions, high-risk situations, and customer disputes to the Assistant Credit Manager or Credit Manager for review.
• Balance customer service objectives with prudent credit risk management to support sales while protecting company assets.
• Ensure timely and accurate order processing to minimize shipment delays and customer service disruptions.
• Maintain thorough documentation of order release decisions and account reviews within AS400 and other designated systems.

Credit & Administrative Support

• Assist with reviewing and updating customer account information and documentation.

• Maintain organized electronic and physical credit files.

• Support month-end activities related to accounts receivable reconciliation and reporting.

• Prepare routine reports for management regarding collection performance, cash application activity, and aging trends.
• Operate and maintain customer portals, including Home Depot, Lowe's, and other retail customer systems.
• Assist with internal and external audit requests by gathering customer files, payment support, credit documentation, account reconciliations, and collection records.
• Prepare account-level support and documentation for auditor review as requested by management.
• Support special projects and departmental initiatives as assigned.

Customer Service & Cross-Functional Collaboration

• Work closely with Sales, Customer Service, Shipping, and Accounting departments to resolve customer payment and billing issues.

• Communicate professionally with customers regarding account balances, payment status, and account inquiries.

• Identify emerging payment trends or collection concerns and communicate findings to departmental management.

• Contribute ideas for improving departmental processes, efficiency, and customer service.

• Adapt to changing priorities and assist other Credit Department team members as needed.

SUPERVISORY RESPONSIBILITIES

This position has no supervisory responsibilities.