Collections Administrator

Convergint Technologies Ltd•Calgary, AB

2d•Onsite

About The Position

Convergint is looking for a Collections Administrator to join our amazing culture in our Calgary location. Under supervision, the Collection Administrator's responsibilities include maintenance of client files, including customer data entry, follow up notes, and recording notes of all incoming payments in spectrum, collections follow ups, completing daily cash receipt data entry and submission, escalation of overdue items to supervisor/ management, developing contacts within AP departments of our customer base, customer portal invoice entry, back up of invoicing and reporting where required and instructed. Other immediately related AR items for training purposes will be assigned as required. Working closely with stakeholders, e.g., sales, project managers, senior managers, and customer representatives to ensure accurate administration and maintenance of accounts receivable documentation with respect to collections policy compliance.

Requirements

Diploma or certificate in Business Administration, Accounting or similar program required; extensive relevant experience will also be considered.
Minimum of two years’ experience in bookkeeping or an accounting environment.
Previous accounts receivable/ collections experience is required.
Minimum of one year experience with financial software.
Strong interpersonal and verbal communications skills and ability to deal with a wide cross section of people both internal and external to the business.
Strong Microsoft Outlook, Excel, Word, and Power Point skills.
Strong customer service/care skills.
Strong attention to detail and results focused.
Strong team orientation.
Strong organizational/time management skills.
Good proficiency with financial software packages
Good financial analytical skills including ability to interpret financial reports.
Good accounts receivable knowledge.
Flexibility to adapt to changing priorities and direction in a dynamic work environment.

Nice To Haves

Minimum of one year experience in a construction environment preferred.
Previous knowledge working with client portals (i.e., Ariba, OpenInvoice, Coupa) is an asset.
Bilingual (French/ English) is an asset.

Responsibilities

Administrative support for the collections team, Canada wide, including client & vendor documentation follow-up, vendor & banking form completion.
Act as a primary point of contact for the Collections team. Answering incoming team line calls.
Management of shared AR inbox, coding, filing and directing emails to appropriate team members and colleagues.
Completing credit checks on all new customers prior to final review and approval of the collection’s supervisor and/or management team.
Set up and management of customer files in Spectrum; ensuring accuracy of contact details, updating & monitoring as required.
Working directly with cash application team; identifying and auditing all daily cash applications, reconciling incoming cash anomalies (including currency exchange), completing weekly cash receipt clean up.
Client portal management, including entry of customer invoices, using portals to provide updates and check invoice statuses, new client portal set ups & portal database updating.
Pulling reports, compiling/ organizing data and distribution of financial information to key colleagues.
Purchase order review and routing to correct departments, working with the legal team and supervisor/ management to ensure PO terms and information align with company requirements.
Developing contacts within accounting departments of our customer base to gain a better understanding of how our customers operate and how we can provide the highest level of customer service.
Assist with monitoring projects, and overdue items. Identifying anomalies and providing supervisor and management with accurate feedback to enable effective, timely & cost-effective decisions.
Working closely with project teams, service teams & sales teams to ensure visibility of potential issues.
Attend and provide feedback in weekly/monthly collections meetings.
Acting as “our customer’s best service provider” at all times thereby ensuring Convergint Technologies is the customer’s first choice for service.
Executes all work in accordance with Provincial, local regulations, general best practices as well as company health and safety policies and procedures.
Communicates with and works with the other team members consistently to improve overall operations of the Convergint Technology Center, and company.
Keeps up to date and informed on all company policies.
Presents a professional image of Convergint Technologies at all times in appearance and behaviour.
Performs other duties and responsibilities as required.