PURPOSE/SUMMARY:
The Collections Specialist is responsible for the day-to-day recovery of outstanding receivables, working directly with customers, contractors, and internal teams to resolve past-due balances and ensure timely payment. This role manages an assigned portfolio of customer accounts, performs consistent collection follow-up, and documents all activity within company systems. The Collections Specialist supports company cash flow goals by reducing delinquency, resolving billing disputes, and maintaining professional, productive relationships with customers throughout the collection process. This is a full-time, on-site position, Monday through Friday.
RESPONSIBILITIES OF THE POSITION:
Collections Activity
- Possesses strong progressive billing experience (AIA progressive billing) in the contracts and construction industry.
- Perform outbound collection calls and email follow-up on assigned aged accounts in accordance with department procedures.
- Send dunning letters, statements, and payment reminders at the appropriate aging intervals.
- Negotiate payment arrangements within approval authority and document all commitments.
- Research and resolve short pays, deductions, and unapplied cash in coordination with the AR team.
- Escalate complex or high-dollar accounts to the Credit Manager and/or Controller with a clear recommendation.
Account & Dispute Resolution
- Investigate billing discrepancies, missing PO numbers, pricing disputes, and delivery issues; coordinate with Sales, Project Management, and AR for resolution.
- Process and track customer disputes through to resolution, ensuring timely follow-up on all open items.
- Maintain accurate, detailed collection notes and account histories within current accounting technology and software.
- Assist with the preparation of preliminary notices, lien documents, and bond claim packages as directed.
Reporting & Administrative Support
- Review aging reports daily and prioritize collection activity based on dollar value, age, and risk.
- Provide regular status updates to the Credit Manager on portfolio performance, problem accounts, and payment commitments.
- Support month-end close activities, including reconciliation of assigned accounts and cash application research.
- Maintain organized files and documentation in accordance with company retention policies.
Cross-Functional Collaboration
- Partner with Accounts Receivable, Sales, and Chief Financial Officer to resolve customer issues that impact payment.
- Communicate professionally with customers, contractors, and general contractors at all times, representing Tangram positively.
- Assist with administrative or departmental support as needed to maintain workflow continuity.
QUALIFICATIONS AND SKILLS:
- High school diploma or equivalent required; associate or bachelor's degree in Accounting, Finance, or related field preferred.
- 2+ years of B2B collections experience required; construction industry or dealership experience strongly preferred.
- Familiarity with lien rights, preliminary notices, joint checks, and bond claims is a plus.
- Working knowledge of collections portals such as Corrigo, OrderBahn, Ariba, GEP Smart, Textura, COUPA, Jagger, Exostar.
- Solid experience with Sage, Nexus, Laserfiche, and Microsoft Office Suite (Excel, Word, Outlook).
- Strong written and verbal communication skills with a professional, customer-focused approach.
- Excellent organizational skills with the ability to manage a high volume of accounts and meet deadlines.
- Strong attention to detail and accuracy in account documentation.
- Ability to work independently while collaborating effectively with cross-functional teams.