Collections and Contracts Coordinator

Tri-M Group•Kennett Square, PA

About The Position

The Collections and Contracts Coordinator performs administrative tasks related to contract compliance and collection of receivables. The role communicates with clients and operations administrators to collect outstanding receivables and assists with applying customer payments. It coordinates collection activity with internal project teams, monitors overdue accounts, prepares monthly accounts receivable reports, and maintains accurate payment status records in the company ERP system. The position also supports contract administration by tracking incoming and outgoing contracts and maintaining contract files, templates, systems, and databases. Additional work includes supporting credit-policy processes, reviewing subcontractor certificates of insurance, assisting with insurance renewals and customer payment application, resolving invoice and payment discrepancies, maintaining contract audit files, and reviewing waivers and invoices submitted to the notary folder. The role is expected to follow company safety, employment, collections, and contract policies and procedures.

Requirements

At least 5 years of experience in collections and/or accounting.
Knowledge of contracts and construction documents.
Computer literacy, including word processing, spreadsheets, email processing, and database management.
Excellent interpersonal and communication skills.
Ability to handle difficult situations professionally and constructively.
Good organizational skills and demonstrated ability to prioritize to meet deadlines.
Good attention to detail and accuracy.

Responsibilities

Comply with and ensure compliance with Tri-M safety policies and procedures.
Comply with and ensure compliance with Tri-M employment policies and procedures, including standards of conduct and appearance.
Coordinate collection of outstanding receivables with internal project teams, focusing on company receivables goals.
Monitor and negotiate collection of overdue accounts.
Report outstanding accounts receivable issues to the Senior Contact Compliance Coordinator and CFO.
Prepare monthly accounts receivable reports for customer accounts.
Maintain accurate customer payment status records in the company ERP software system.
Maintain compliance with corporate collections policies and procedures.
Maintain positive relationships with customer representatives.
Track incoming and outgoing contracts, pre-qualifications, vendor subcontracts, NDAs, and executed contracts; update contract document systems and databases.
Support corporate Credit Policy by running D&B reports and coordinating requests for documents from subcontractors, general contractors, or owners to satisfy credit thresholds.
Identify items outside predetermined credit parameters and bring them to the attention of the Senior Contract Coordination role and CFO; forward requested documentation to vendors or customers.
Review project payments and verify subcontract payments to be made by accounts payable.
Review subcontractor certificates of insurance to ensure they meet requirements.
Assist with annual insurance provider renewals.
Assist with applying customer invoice payments and cleaning up invoices and credits in the company ERP system, including Spectrum.
Work with project administrators to resolve invoice and payment discrepancies in the ERP system.
Assist with integration and maintenance of contract templates and executed contracts.
Maintain compliance with corporate contract policies and procedures.
Maintain contract audit files, including original contracts, correspondence, amendments, clarifications, payment schedules, and other relevant documents.
Assist with audit confirmation preparation and other support as necessary.
Review waivers and invoices submitted to the notary folder.