Collections Specialist

Job Summary/Objective

The Collection Specialist supports the collections process by ensuring accurate invoice preparation, submission, and follow-up. Working closely with clients, the Collection Specialist sends payment reminders, follows up on overdue accounts, and assists in negotiating feasible payment plans when necessary. The position also maintains up-to-date collection records, prepares basic status reports, and collaborates with the finance and accounting teams to ensure accuracy, compliance, and smooth payment processing

Key Responsibilities:

Invoice submission & documentation •

Assist in reviewing, validating, and processing invoices on Zoho Books / Zoho CRM, ensuring all related documents to ensure that all invoicing starts with accurate, complete, and up-to-date information, minimizing downstream errors or delays.

Support the preparation and uploading of financial claims and supporting documentation to government portals to meet government compliance standards and successfully initiate payment processing under formal contract terms

Collections Strategy Execution •

Follow assigned credit terms and collection actions and prevent future overdue or any risk that might happen

Send reminders to clients for following up to decrease the overdue accounts and implement terms and conditions

Prepare weekly and monthly collection performance reports, including KPIs such as DSO, CEI, and collection trends, and provide recommendations for improvement.

Work on assigned priority accounts to support cash flow by addressing high priority accounts first

Client Communication

Assist in developing feasible payment schedules to facilitate timely payments and reduce outstanding debt while maintaining client relationships

Build and sustain Maintain positive interactions through providing consistent updates and support to clients regularly to encourage and foster good will and have a long-term relationship with clients

Performance Monitoring •

Prepare and report on account statues and collection efforts to keep stakeholders informed and enable them to provide guidance

Assist in compiling data on collection performance through compiling data on trends, progress and issues

Collaboration and Communication

Work with accounting teams to improve collection processes and prevent future issues through teamwork

Handle financial disputes and clarification requests in coordination with Operations, Sales, and Finance teams

Coordinate with the finance team to gather necessary data to maintain accurate records and ensure compliance with financial standards

Qualifications

Education: Bachelor's degree in finance, Accounting, Business Administration, or a related field

Experience: From 2+ years of experience in collections or accounts receivable, preferably in the IT or technology sector

Practical experience with invoice processing, client communication, and payment follow-ups

Experience handling financial documentation and related government compliance requirements

Competent in using Excel and internal accounting systems for tracking invoices, compiling data, and reporting

Able to communicate clearly and appropriately with clients and internal teams to explain invoice issues or payment arrangements

Strong negotiation and persuasion abilities.

Analytical skills for reviewing financial data and preparing reports

Demonstrates initiative in following up on overdue accounts while maintaining positive, professional relationships with clients

Proficiency in Zoho Books / Zoho CRM or similar accounting and ERP systems