Collections Specialist

Hoya Vision Care, North America
Job Description

Job Title: Collections Specialists
Department: Accounting
Reports To: Tricia Graham, Accounts Receivable and Collections Manager
Location: HQ - Lewisville, TX
Job Classification: Hourly

SUMMARY:
The Collections Specialist is responsible for curing all levels of delinquent accounts. While following the Collection Department's guidelines, the Collections Specialist will work to bring delinquent unpaid balances to a positive balance by performing the following duties.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Partner with the company's accounts receivable in pursuing collection of accounts in accordance with the Hoya Vision Collection Standard Operations Procedures (SOP)

• Make calls and/or send emails on all delinquent accounts each month. Must be organized and efficient to make sure no delinquent accounts are missed.

• Work to resolve any, and all, disputes, provide status updates and help gather any missing paperwork or contact information, etc. in effort to collect or resolve the balances on accounts.

• Answer incoming calls received through Toll Free line regarding inquiries for accounts, payments, etc.

• Daily/weekly/monthly collection metrics set by the Collection Supervisor must be adhered to

• Responsible for providing clear and complete documentation regarding all adjustment requests

• Maintain notes on all collection activities so that a history is maintained for all accounts regarding collection efforts. Notes must be clear and concise so that readers can understand the payment issues

• Communication with the Accounts Receivable Department must be efficient and effective. This may include email or phone communications

• Monitor accounts for potential write-offs. When all avenues to collect the balance have been exhausted, the Collections Specialist will make recommendations for Third Party Collections or Legal action. Proper documentation will be provided as to why the account is now a total loss and what actions were taken to collect the remaining balance. Documentation must be clear and concise.

• Provide data for management meetings as requested from Collection Supervisor. The meeting will include portfolio performance and action plans for resolving delinquent accounts.

• Responsible for placing delinquent accounts on credit hold and releasing holds in accordance with Hoya policies and procedures.

• Performs other duties as assigned.

COMPETENCIES:
To perform the job successfully, an individual should demonstrate the following competencies:

Negotiation Skills

• Is able to settle a dispute with the best possible outcome, while maintaining the business relationship. Seek a win/win outcome.

Oral/Written Communication

• Speaks in a clear and precise tone regardless of situation; listens and comprehends instructions; responds well to questions. Writes clear and detailed notes.

Professionalism

• Approaches others in a tactful manner; treats others with respect and consideration regardless of their status or position. Able to adapt to a high stressed, high volume environment.

Attendance/Punctuality

• Arrives at work on time ready to work; Availability to work overtime as needed.

Diversity

• Promotes a harassment-free environment.

Ethics

• Treats people with respect; Keeps commitments; inspires the trust of others; Works with integrity and ethically; Upholds organizational values.

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.

Experience:
High School Diploma or GED required; At least one to five years related experience with Business to Business collections or Accounts Payable/Receivables.

Language Skills:
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, procedure manuals. Has the ability to prepare routine reports and correspondence. Has the ability to speak effectively in the presence of customers or employees of organization.

PHYSICAL DEMANDS:
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.

While performing the duties of this Job, the employee is regularly required to sit. The employee is occasionally required to walk. The employee must occasionally lift and/or move up to 10 pounds.

WORK 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. People will be on the phones talking with customers, the noise level may rise on some occasions.

NOT EXCLUSIVE:
The duties outlined in this document are not limited to what is presented and are not exclusive. You may be asked from time to time to perform additional duties by your supervisor or another member of management.