Collections Administrator

About the role

The Collections Admin Assistant supports the Billing and Collections function by monitoring receivables, communicating with clients, ensuring billing accuracy, and coordinating administrative tasks. Working closely with Collections Specialists, Sales Representatives, and the Accounts Receivable team, the role aims to reduce Days Sales Outstanding (DSO) while maintaining strong client relationships.

Key responsibilities

• Assist in contacting clients regarding overdue receivables via email and telephone, supporting payment follow‑ups and documenting communications.
• Support the development and maintenance of professional relationships with assigned clients, Sales Representatives, and the Accounts Receivable department.
• Help ensure correct billing processes are established and followed for assigned accounts, coordinating with Sales and internal teams as needed.
• Support the collections team in achieving DSO reduction and minimizing overdue receivables while maintaining positive client relationships.
• Monitor receivables daily and assist in preparing monthly, quarterly, and year‑end collections reports for management.
• Respond to routine client requests such as W‑9 forms, vendor setup documentation, bank details, and executed agreements.
• Communicate client feedback, collection trends, and partner concerns to management and suggest process improvements where appropriate.
• Perform additional administrative and operational tasks related to billing and collections as assigned by the manager or supervisor.

Required profile

• Minimum Bachelor’s degree or other relevant qualification in credit control, debt management, etc.
• Superior written and spoken communication skills in English.
• Previous experience in administration, accounting, customer support, collections, or equivalent.
• 1‑2 years of professional experience.
• Proficiency in Microsoft Office (Excel, Word, Outlook, Teams) and other software applications.
• Ability to establish and nurture positive relationships with internal and external stakeholders at varying seniority levels.

Required skills

• Customer service experience.
• Professional working proficiency in additional foreign languages (particularly Spanish, French, or German).
• Working knowledge of data visualization tools (Tableau, SAP, Power BI) and e‑billing portals (Tungsten, Ariba, Legal Tracker, Coupa).