Cash Collections Specialist (EMEA)
Philippines, AP
3d ago


Job Title : Accounts Receivable Specialist

Job Summary :

Resolves, collects, and manages current, past due and outstanding invoices for assigned accounts of a given geography. Assignments include the preparation of monthly collections reports and collection activities via email correspondence or calls to customers.

  • Interfaces with sales, sales support, marketing, customer service, service, order management, returns and distribution teams in reconciling accounts.
  • Collections

  • Responsible for communicating account details to customers;
  • Prepares the monthly statement of accounts to be sent to the customers;
  • To send aging statement / invoice copies and other documents needed by customers to process payment
  • Communicates with customers A / P Team via phone or email on the customers’ payments / payment status;
  • Communicates to Accounting the payment remittance details in order for Accounting to apply payments accordingly;
  • Ensures that Lexmark denials on deductions are communicated and / or uploaded timely to the customer and payments are received accordingly.
  • Ensures that any payment or payback delays are escalated accordingly through the established escalation process within the Sales Team
  • Account Management

  • Prepares AR Aging reports on a regular basis to understand the status of the account;
  • Responsible to ensure that account being managed meets monthly Corporate target for Delinquency of 5%
  • Must exercise due diligence and keen judgment in understanding the issues in order to provide the most appropriate solution to close out / address the issue;
  • Coordinates with Order Management Team on invoicing issues in order to have these rectified / resolved;
  • Coordinates with MPS Billing Teams on Invoicing issues and concerns and ensures that these are resolved / rectified timely;
  • Ensures that Non-Compliance charges are written-off at the last day of the month;
  • Coordinates with Distribution Team to validate claims from customers that are logistical in nature and ensure these are resolved within pre-defined SLA;
  • Coordinates with Sales and Marketing Teams relating to customer’s claims for rebates, price discounts, special bid pricing that were taken via deduction from customers account;
  • Manually transfer marketing deductions appearing on the account to the appropriate marketing processor;
  • Coordinates with Sales Teams on escalated payment issues and billing inaccuracies attributed to initial information provided by Sales team;
  • Coordinates with the Returns Management Team relating to returns deduction issues taken by customers on their payment;
  • Coordinates with the Supply Chain Practices Center of Excellence (SCP-COE ) Team on any electronic data interface issues / concerns and sees to it that these are immediately addressed;
  • Requests appropriate Tax Exempt Certificates from customers and validates this with Corporate Tax Department when customers declare being tax exempt;
  • To make sure that delinquent items are cleared on a timely manner specially those that are over 180 days where the target is zero (0) lines over 180 days.
  • To manually match debits and credits, however, may need to engage Accounting’s help if application is in bulk or consists of numerous line items
  • Responsible to run Daily Credit Pend Reports to ensure that payment information or current account status is provided to Credit Management team in order to release order off credit hold;
  • Researches any unapplied cash on the account and applies it accordingly;
  • Initiates conference calls with customer’s A / P to discuss account status or any issues on the account
  • Ensures that defined Service Level Agreements (SLAs) are met in the performance of collection and account management activities to ensure that subsequent appropriate actions are not hindered from progressing;
  • Escalates issues based on the defined escalation process for the departments interacting with;
  • System Maintenance and Compliance / Reporting

  • Updates actions taken via comments on the company’s Enterprise Resource Planning (ERP) system for all invoices appearing on the customer’s account;
  • Uploads supporting documents and creates billing adjustments to the Real Time Billing Adjustments (RTBA) Tool and ensures that these are approved accordingly in the system ;
  • Uploads supporting documents and creates transactions to the AR Transaction Worksheet (ARTW)Tool for validation and approval prior to any Write-Off / Absorption transactions;
  • To prepare templates for monthly Top 40 and WWCH review if account managed meets the criteria for inclusion in the list;
  • To provide updates and explain the resolution of account issues during AR review on 8th working day of each month (WD8)
  • Provide updates, documentation and reports to Corporate Credit as requested
  • Others

  • Provide back-up support to the identified primary account holder in the absence of the primary account holder
  • Performs other business related activities that may be assigned from time to time
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