Collections & Contracts Coordinator

Carver Companies Payroll • Albany, NY

7d

About The Position

The Collections & Contracts Coordinator works at the intersection of Finance and Commercial Sales, managing vendor onboarding and contract execution, document management, and accounts receivable collections communication. Working closely with the Treasurer and broader Finance team, this role supports timely cash flow, healthy receivables, and complete, compliant, audit-ready contract and payment documentation. The position is primarily office-based, with standard business hours of 8:00 a.m. to 5:00 p.m. Occasional extended hours may be needed during budgeting cycles, forecasts, or month-end close, and limited business travel may be required based on business needs. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Requirements

• High school diploma or equivalent required.
• Experience in accounts receivable, contract administration, sales operations, or a related administrative or finance role.
• Strong organizational skills and ability to manage multiple priorities and deadlines.
• Excellent written and verbal communication skills, especially in customer-facing interactions.
• High attention to detail and accuracy in documentation and data handling.
• Proficiency with Microsoft Office Suite and familiarity with ERP or CRM systems.
• Ability to own processes, follow structured workflows, and solve problems in ambiguous or evolving situations.
• Sound judgment and discretion in handling confidential information.

Nice To Haves

• Associate’s or Bachelor’s degree in Accounting, Finance, HR, or a related field.
• Experience supporting a commercial sales team or working in a fast-paced, cross-functional environment.
• Knowledge of contract workflows, vendor onboarding processes, document management systems, or audit support.

Responsibilities

• Coordinate with the Commercial Sales Administrator to collect onboarding paperwork for new commercial customers, including account applications, credit documents, W-9s, and certificates of insurance.
• Partner with the commercial sales team to ensure contract terms, billing requirements, and customer information are accurate and up to date.
• Evaluate customer creditworthiness and assist in establishing or updating credit limits.
• Maintain organized, audit-ready documentation for contracts, onboarding materials, remittances, payment confirmations, and customer correspondence in accordance with compliance and retention standards.
• Verify incoming bank payments, ensure proper allocation, and capture remittance information for accounts receivable posting and reconciliation.
• Lead proactive accounts receivable collections communication with customers, monitor aging reports, and follow up on overdue accounts in alignment with company policies.
• Track and document customer communications and payment commitments.
• Escalate collection issues to the Treasurer or appropriate internal stakeholders when necessary.
• Reconcile customer accounts and resolve payment discrepancies or billing disputes in coordination with sales and operations.
• Support the Treasurer and Finance team with internal and external audits, compliance reviews, cash flow forecasting, and accounts receivable performance metrics.
• Provide administrative and operational support for finance-related projects as needed.

What This Job Offers

• Job Type: Full-time
• Education Level: High school or GED