COLLECTION OFFICER

AALIYAH DELICATESSEN AND COLD STORAGE INC.; Philippines; On-site; PHP 240,000 - 360,000; Full time

Job summary

AALIYAH DELICATESSEN AND COLD STORAGE INC. is seeking an accounts receivable professional to monitor receivables, conduct collection activities, and reconcile customer accounts. The role involves coordinating with internal teams to resolve discrepancies and maintaining detailed records of collection actions.

Responsibilities include regular aging review, communication with customers on due payments, and ensuring payment terms are upheld in a professional manner.

Responsibilities

• Monitor assigned customer accounts and outstanding receivables on a regular basis.
• Review aging reports to identify current, overdue, and potentially delinquent accounts.
• Track customer payment histories and account balances.
• Ensure collection activities follow company policies and payment terms.
• Identify accounts that require escalation and maintain records of actions taken.
• Contact customers via phone, email, or letters regarding outstanding payments and follow up on overdue invoices.
• Verify payments and reconcile with customer accounts; resolve invoice discrepancies.
• Communicate payment requirements clearly and maintain professional customer relations.
• Coordinate with internal departments to resolve account issues and ensure accurate documentation.

Job description

Key Responsibilities and Duties

1. Accounts Receivable Monitoring

• Monitor assigned customer accounts and outstanding receivables on a regular basis.

• Review aging reports to identify current, overdue, and potentially delinquent accounts.

• Track customer payment histories and account balances.

• Ensure that collection activities are conducted according to company policies and established payment terms.

• Identify accounts that require immediate attention or escalation.

• Maintain an updated record of all outstanding balances and collection actions taken.

2. Collection Activities

• Contact customers through phone calls, emails, letters, or other approved communication channels regarding outstanding payments.

• Conduct regular follow-ups on overdue invoices and accounts.

• Inform customers of due dates, outstanding balances, penalties, and applicable payment arrangements.

• Request and confirm payment commitments from customers.

• Monitor promised payment dates and follow up when commitments are not fulfilled.

• Negotiate reasonable payment arrangements or installment schedules within authorized company guidelines.

• Encourage timely settlement of outstanding accounts while maintaining a professional customer relationship.

• Escalate severely delinquent or high-risk accounts to the appropriate supervisor or management.

3. Customer Account Reconciliation

• Review customer statements and account balances to ensure accuracy.

• Investigate discrepancies between company records and customer records.

• Coordinate with the Accounting, Billing, Sales, Customer Service, and other relevant departments to resolve account issues.

• Verify payments received and ensure they are properly applied to the correct customer accounts.

• Assist in resolving concerns involving incorrect invoices, duplicate billings, missing payments, credit memos, or disputed charges.

• Maintain complete documentation supporting account adjustments and payment arrangements.

4. Customer Communication and Relationship Management

• Communicate with customers professionally and respectfully regarding their financial obligations.

• Respond to customer inquiries concerning invoices, balances, payment terms, and collection matters.

• Explain account balances and payment requirements clearly.

• Handle customer complaints and payment disputes appropriately.

• Maintain a firm but courteous approach when dealing with delinquent accounts.

• Protect the company's professional image while pursuing timely collection of receivables.

5. Documentation and Record Keeping

• Maintain accurate and complete collection records for all assigned accounts.

• Document telephone calls, emails, customer responses, payment promises, payment arrangements, and collection actions.

• Ensure that customer files contain appropriate supporting documents.

• Update collection status and account notes promptly.

• Maintain confidentiality of customer and company financial information.

• Prepare and organize documentation required for management review, audits, or account escalation.

6. Reporting

• Prepare regular collection reports for management.

• Provide updates on outstanding and overdue accounts.

• Prepare reports on collection performance, aging receivables, and delinquent accounts.

• Monitor assigned collection targets and performance indicators.

• Report significant collection issues, high-risk accounts, and potential bad debts to the supervisor.

• Provide accurate information for cash flow forecasting and accounts receivable monitoring.

7. Coordination with Internal Departments

• Coordinate with Sales regarding customer payment concerns and credit-related issues.

• Work with Accounting to verify payments and reconcile customer accounts.

• Coordinate with Billing to resolve invoice-related discrepancies.

• Work with Customer Service to address customer concerns affecting payment.

• Escalate unresolved disputes to management or the appropriate department.

• Provide relevant collection information to management when decisions regarding customer accounts are required.

8. Escalation and Delinquent Accounts

• Identify accounts showing signs of financial difficulty or prolonged non-payment.

• Recommend appropriate collection actions based on company policies.

• Escalate accounts that remain unpaid despite repeated collection efforts.

• Assist in preparing accounts for endorsement to legal, external collection agencies, or other authorized parties when applicable.

• Ensure that all escalation procedures are properly documented and authorized.

• Follow company procedures when handling accounts considered doubtful or potentially uncollectible.

9. Compliance and Internal Controls

• Follow all company policies and procedures relating to credit, collection, billing, and accounts receivable.

• Observe applicable laws, regulations, and ethical standards concerning debt collection and customer communication.

• Ensure that collection activities are conducted fairly, professionally, and without harassment or improper pressure.

• Maintain confidentiality of customer information and financial records.

• Comply with internal control procedures and audit requirements.

• Immediately report suspected fraudulent transactions, unauthorized arrangements, or irregularities to management.