Collections Coordinator
Purpose & Impact
The Collections Coordinator plays a critical role in strengthening iPROMOTEu’s financial health by proactively managing receivables, reducing risk, and supporting a steady cash flow for our Affiliate network. This role partners closely with customers, Affiliates, and internal teams to resolve payment issues, improve processes, and foster positive, long-term relationships. Maintain positive, respectful relationships with customers and Affiliates to encourage timely payment and long-term collaboration.
As a key contributor on the Accounts Receivable Team, the Collections Coordinator brings a balance of analytical thinking, communication, and customer service to help ensure invoices are resolved efficiently and professionally—while supporting teammates and shared goals.
What You’ll Do
Receivables & Collections
-
Proactively follow up on past-due balances through friendly reminders, outbound calls, and email outreach.
-
Collaborate with customers and Affiliates to resolve outstanding balances, including negotiating payment plans or processing credit card payments when appropriate.
-
Review aging reports to ensure balances remain within established credit and age thresholds.
-
Identify and escalate risk trends related to customer or Affiliate payments.
-
Prepare and distribute customer statements.
-
Monitor and manage the Accounts Receivable team inbox and phone queue, responding to inquiries with accuracy and professionalism.
-
Support pooled collection efforts and contribute to process improvement opportunities.
Account & Credit Management
-
Research and resolve billing discrepancies by partnering with internal teams.
-
Actively manage credit holds and credit limits to minimize financial exposure for iPROMOTEu and its Affiliates.
-
Maintain accurate customer and Affiliate account records, including updates and vendor setup documentation.
-
Review and apply credits to open balances to ensure accurate account status.
-
Initiate refunds and deductions as needed.
-
Assist with cash applications by researching and clearing unapplied payments.
-
Assist with closing out open receivables upon Affiliate disaffiliation.
Affiliate Support
-
Monitor Affiliate personal balances owed to iPROMOTEu and initiate outreach as needed.
-
Work directly with Affiliates to resolve balances and establish payment plans.
-
Review late-fee waiver requests and escalate exceptions when appropriate.
-
Deliver high-quality service to Affiliates while safeguarding company interests.
Working Conditions
-
Ability to sit for extended periods of time
-
This position may work with some challenging customers
-
Phone loop
-
Office environment
- Normal operation hours are from 8:30 a.m. to 5:30 p.m.
- Mandatory Office Days: All employees must report to the office on Tuesday and Wednesday each week.
- Third Workday: The third office day will be determined by your department’s needs and your individual schedule, based on team coverage requirements on either Monday or Thursday.
- Fridays: Office will be closed on Fridays and is a designated work from home day.
Please note this job description is not designed to cover or contain a comprehensive listing of functions or responsibilities that are required of the employee for this job. Functions and responsibilities may change at any time with or without notice.
Qualifications
Education/Experience:
-
Associates Degree, preferred.
-
At least three years of previous collection experience in a B2B environment preferred.
-
Previous accounts receivable and customer service experience preferred.
-
Experience with Microsoft Office, especially Excel.
Knowledge/Skills/Abilities/Competencies
Personal Leadership
-
Agile & Adaptable: Responds to change and uncertainty with confidence and openness; seeks new experiences to develop skills; solicits and acts on feedback; learns from experiences; not afraid to take risks.
-
Accountable: Accepts responsibility for one’s own performance and actions; follows through on commitment; assumes positive intent in others; treats others objectively and consistently; acts with integrity.
-
Courageous: Confronts difficult issues objectively and supports others who do the same; champions new ideas; manages personal discomfort in difficult situations.
Team Leadership
-
Collaborate: Works effectively with others to meet goals and satisfy business objectives; develop and maintain strong relationships with internal/external partners; seek buy-in of stakeholders; deals with disagreements or different points of view in a constructive manner; maintains positive relationships even under difficult circumstances.
-
Communicate Effectively: Listens attentively and with empathy to concerns of others; adjusts message to the audience; keeps people up to date with relevant information; speaks and writes clearly; encourages others to express views, even unpopular ones.
-
Engage & Inspire Others: Willingly shares expertise and experience with others. Creates a feeling of energy, excitement, and personal investment; inspires others to excel; recognizes performance that exceeds expectations.
Thought Leadership
-
Solves Problems: Seeks out and considers relevant data, intuition, ideas and experience to make decisions and solve problems; effectively and efficiently integrates information from diverse sources; thoughtfully considers alternative solutions and perspectives.
-
Strategizes: Thinks critically; understands implications of decisions; shares ideas for improvement; sees how his/her works relates to the work of other teams in the organization as a whole; knows which people in the organization need to be informed, what they need to know, and when to tell them.
-
Innovates: Generates new ideas that add value; nurtures fresh approaches and appropriate risk taking; seeks alternative points of view; approaches problems with curiosity and generates creative solutions.
Results Leadership
-
Manages Execution: Manage own time and resources to achieve business objectives; prioritizes goals; works quickly to get things done.
-
Drives for Results: Fosters a sense of urgency and commitment to achieve goals and create an Affiliate focused environment; takes initiative to proactively address critical issues; carefully considers compliance and regulatory obligations.
-
Maximizes Productivity: Identifies ways to streamline and improve efficiency of work; ensures that defined processes, quality standards, and best practices are executed as designe
