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Credit & Collection Specialist

Company:  Exemplis
Department:  Credit & Collections (CRCOLL)
Location: 

Cypress, CA, US, 90630

Position Summary:

Duties include full cycle Accounts Receivable, credit risk assessment, proactive debt management, assigning and managing credit lines within designated LOA and collection correspondence – all within a fast-paced goal-oriented credit department.

Must provide excellent customer service regarding collection issues, process customer refunds, process and review account adjustments, resolve client discrepancies and short payments. Responsible for monitoring and maintaining assigned accounts- Customer calls, account adjustments, small balance write off, customer reconciliations and reviewing, vetting, then processing credit and debit memos.

Responsibilities and Essential Functions:

•    Customer Maintenance:  all new & existing accounts must be updated and maintained to make certain the database contains accurate and current information. 
•    Credit Applications: each credit rep is responsible for processing credit applications for new & existing dealers. Must ensure all required documents are received and valid. 
•    Assigning Credit Lines: Each credit rep is required to analyze a variety of qualifying factors and Dun & Bradstreet reporting to determine an appropriate line of credit. A credit limit review must be performed on each account every 12 months.
•    Credit Hold Review and Action: review and take actions on held orders. Action items vary based on a variety of qualifying factors.
•    Decision Making: must be able to use critical thinking and potentially limited information to make the best credit related decisions quickly.
•    Resale Certificate Collection, Verification & Maintenance: must keep resale certificates current and verified for validity.
•    Credit Letters:  draft & mail/email credit letters awarding new & existing customers with a new or updated line of credit.  
•    Liaise: Must be able to effectively communicate with high-profile customers, execute collection activities and delivery results within expectation. Must be able to effectively collaborate with various internal business functions – order management, sales, logistics, customer experience, etc..
•    Research & resolution:  all chargebacks and/or collection issues that are a result of price discrepancies, un-earned discounts, special discounting, etc. will require thorough research & communication, including but not limited to obtaining proof of deliveries, customer service communication, outside sales rep communication, etc.
•    Risk Assessment:  using D&B software, responsibilities include monitoring risk for all designated accounts and forecasting and/or preventing bad debt.  C&C Specialist will present this information to supervisor and/or manager to discuss next steps.
•    Document distribution:  maintain accurate distribution of invoices and acknowledgments.
•    Cash application:  assist with the application of all daily incoming cash receipts on an as-needed basis.
•    Cash Reconciliation: reconcile monthly AR cash receipts with system and bank records to determine accuracy and legitimacy of the AR aging.
•    Incoming credit inquiries:  responsible for answering incoming credit inquiries for designated set of accounts as well as fulfilling the bi-weekly BPCA reporting requirements.
•    Credit & Debit Memos:  research, confirm accuracy, and process memos associated with revenue and/or product credit.

Additional responsibilities: May include payment processing: check-by-phone, credit cards, wire transfer, ETF's any/all forms of payment are accepted and must be applied to the general ledger. As-needed projects as related to credit, collections, and/or securing revenue.

Key Performance Criteria: How success will be measured

  • DSO </= 22.0
  • No bad debt
  • Collection efforts – daily collection attempts on the aging
  • Risk assessment – must be able to make credit related decisions based on available information
  • Credit hold volume </= $300K
  • Aging buckets – Aging must be 85% current with <1% in the 90+ bucket(s)

Qualifications, Skills and Education

Required Qualifications:

  • Commercial collections (1+ yrs experience)
  • Customer service and excellent phone etiquette
  • 6-12 mos. commercial accounts receivable
  • Proficient written and verbal communication skills
  • Clear understanding of the business cycle from order process to collection process

Preferred Qualifications:

  • Manufacturing business to business environment a plus
  • Microsoft Office (Excel, Outlook, Word) experience is a plus
  • Microsoft AX Dynamics
  • Observant, accurate and able to thrive in a fast-paced environment

About Us:

Exemplis is the fastest-growing office furniture and e-commerce company in the industry! We’re an entrepreneurial company offering infinite possibilities. Being a one-stop-shop means our customers can have everything they need to create exactly what they want. Our world-class customer service, fastest shipping, biggest textile program, and award-winning designs have made us the industry leader for over 25 years. Our SitOnIt Seating brand was created to give our customers what they want, how they want it, when they want it. Today, we’re constantly reimagining how space, textile, and design can help everyone—from medical offices to Fortune 500 companies to home offices across North America—get more out of their day.

People are at the core of our business, and on our team, everyone makes an impact. We absolutely owe our success to our incredible group of talented employees who bring equal parts skill, passion, drive – and of course, fun -- to the table each and every day. We have created a workplace that is inclusive and diverse -- where everyone can be their authentic self, and where that authenticity is celebrated. By creating an environment where people from every background can thrive, Exemplis becomes a better and more successful company.

We’re proud to be a company that gives back to the very communities that our team members live and work in. Our giving ethos focuses on three buckets of impact: sustainability, community outreach and transparent operations. From donating lobby seating to medical clinics in low-income neighborhoods—to our yearly giving week and toy drive for Toys for Tots – we believe collaboration, kindness and authenticity are essential to our humanity.

Exemplis is an Equal Opportunity Employer, and our company adheres to the equal employment opportunity guidelines set forth by federal, state and local laws. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, age, marital status, national or ethnic origin, protected veteran status, disability status, or any other characteristic protected by applicable state or federal civil rights laws that is not related to job requirements.


Nearest Major Market: Orange County
Nearest Secondary Market: Los Angeles

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