Collections Specialist

3 months ago

Regina, Canada Caltech Group Full time

Caltech is run by professional land surveyors and project managers who are passionate about providing industry-leading service. We’ve grown from just 2 people in 1990, to a large and diverse group of over 200 hardworking professionals.

We offer a challenging and rewarding workplace, competitive compensation, a comprehensive benefits package, and many opportunities for growth. For us, work-life balance means working hard and playing hard; our clients and our people are our focus. We use the most current technology and have made professional development a key part of our strategic plan.

**Your Role**

Reporting to the Director, Finance, you’ll manage the collections process by monitoring overdue accounts, contacting clients for payment, and escalating collections efforts when required. This position plays a crucial role in maintaining a healthy cash flow.

When required and time permits, you’ll also be responsible for accounts receivable duties such as drafting invoices, preparing accounts receivable reports, and entering timesheets and daily work reports.

**Your duties will include**:
**Monitor Outstanding Debts**
- Regularly review and update records of accounts receivable to ensure that all outstanding debts are identified and monitored.
- Create and analyze aging reports to categorize debts by their length of time outstanding, prioritizing accounts for follow-up.
- Keep detailed and accurate records of all communications and actions taken regarding outstanding debts.
- Inform management about trends in overdue accounts and suggest proactive measures to address increasing debt levels.

**Investigate Historical Debt Data**
- Examine the payment history of accounts to understand patterns and identify reasons for non-payment.
- Use data analysis tools to identify common factors among overdue accounts, such as industry-specific challenges or seasonal fluctuations.
- Cross-check the accuracy of historical debt data against current records to ensure consistency and resolve discrepancies.
- Generate comprehensive reports on debt history to support decision-making and strategy development.

**Client Management**
- Handle all communications professionally and respectfully, maintaining a positive relationship with clients
- Keep a log of all communications with clients, noting dates, times, and outcomes of each contact.
- Discuss and negotiate payment plans or settlements that are agreeable to both the client and the company.
- Send regular reminders and follow-ups as payment due dates approach to encourage timely payments.
- Investigate and resolve any discrepancies or disputes related to billing or account statements.
- Make necessary adjustments to accounts, such as issuing credits or correcting errors, to ensure accurate billing.

**Accounts Receivable Support**
- Draft, finalize, validate, and send out invoices.
- Prepare statements and reports for applicable clients.
- Enter invoices into third-party billing systems and ensure they are approved by the customer.
- Assist with month-end closing.

**YOUR SKILLS**

To be successful in this role, you will need:

- Post-secondary education in accounting, finance, or a related field.
- 3+ years in collections, billing, or related financial roles.
- Highly detail-oriented to accurately process invoices, payments, and reconcile accounts.
- Effective organizational skills for prioritizing tasks, meeting deadlines, and maintaining accurate records.
- Excellent written and verbal communication skills for interacting with customers, colleagues, and other stakeholders.
- Strong problem-solving skills to investigate and resolve these matters promptly and effectively.
- Proficiency in using accounting software, spreadsheets, and other relevant tools.
- Familiarity with electronic payment systems and customer portals.
- High ethical standards and a commitment to maintaining confidentiality.

**It will also be an asset if you have**:

- CCP (Certified Credit Professional).
- Oil and Gas Industry Experience.
- Experience working across different Provinces.

**Benefits**:

- Dental care
- Disability insurance
- Extended health care
- Life insurance
- Paid time off
- Vision care

Schedule:

- Monday to Friday

Work Location: In person

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