Collections Coordinator

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.

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 designed.

Working Conditions

• Ability to sit for extended periods of time
• This position may work with some challenging customers
• Phone loop

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.