Receivables Specialist
Receivables & Collections
- Monitor outstanding dealer receivables, unpaid balances, and contracts that have not been funded.
- Contact dealers and agents regarding outstanding payments and follow up until payment is received.
- Track payment commitments and follow up on past-due accounts.
- Work with dealers on payment arrangements within company guidelines when necessary.
- Reconcile dealer payments and remittances and identify discrepancies.
- Document collection activity and escalate unresolved payment issues when necessary.
Funding
- Monitor contracts and batches awaiting funding.
- Follow up with dealers and agents regarding missing or incomplete funding.
- Research funding discrepancies and work with the appropriate teams to resolve them.
- Ensure payments are properly received and applied so contracts can move forward.
Returned Payments & Chargebacks
- Run weekly Swypit reports to identify returned payments and chargebacks.
- Contact dealers when payments are returned or charged back and request replacement payment.
- Track outstanding returned payments and chargebacks through resolution.
Contract Management
- Review contracts that are pending, incomplete, over 90 days old, voided, or require corrections.
- Monitor pending contracts and determine what is preventing them from becoming active.
- Investigate incorrect purchase dates, duplicate contracts, missing funding, incorrect contract statuses, and other discrepancies.
- Coordinate with the appropriate departments to resolve contract issues.
Dealer & Agent Support
- Answer calls and assist dealers and agents with funding, payments, contracts, rates, login access, and company processes.
- Assist dealers interested in becoming a seller and guide them through the appropriate setup process.
- Answer questions regarding contracts, coverage, rates, funding, payments, and processes.
Customer Service Support
- Answer calls and assist Customer Service Representatives with contract and cancellation questions as needed.
Voids & Cancellations
- Work with the appropriate teams to void contracts that do not meet company requirements.
- Assist with contract cancellations and related issues when necessary.
Dealer Setup
- Set up new dealer profiles, rates, commissions, and login access.
- Obtain and review W-9 forms and dealer agreements.
- Ensure required dealer information and documentation are complete.
Claims Support
- Assist dealers and repair facilities in determining whether a contract is active and whether repairs can proceed.
- Review and maintain the Agent Guarantee Smartsheet as needed.
Reporting & Account Monitoring
- Run and review reports to identify outstanding receivables, unpaid batches, pending contracts, returned payments, chargebacks, and other account or contract issues.
- Identify items requiring follow-up and track them through resolution.
Communication
- Communicate professionally with dealers, agents, repair facilities, Customer Service, Claims, Accounting, and other internal departments.
- Maintain clear documentation of payment, funding, contract, and collection activity.
Problem Solving
- Investigate payment, funding, contract, and account discrepancies.
- Determine the appropriate resolution and coordinate with other departments when necessary.
Processes & SOPs
- Help create, document, and maintain procedures and SOPs related to receivables, collections, funding, contracts, and dealer processes.
- Help ensure contracts, payments, and related processes are handled consistently.
Additional Responsibilities
- Perform other duties, projects, and responsibilities as assigned based on departmental and business needs.
- Assist with new processes, projects, reporting, or responsibilities as the position and company needs evolve.
Compensation & Benefits
- Annual Salary: $45,000
- Medical Insurance
- Dental Insurance
- Vision Insurance
- Paid Time Off (PTO)
- Additional company benefits may be available in accordance with company policies and eligibility requirements.