Collections & Contracts Coordinator

About the Role:

The Collections & Contracts Coordinator plays a key role at the intersection of Finance and Commercial Sales. This position manages the full vendor onboarding and contract execution lifecycle, oversees critical document management processes, and leads accounts receivable (AR) collections communication to support timely cash flow.

Working closely with the Treasurer and the broader Finance team, this individual helps maintain healthy receivables and ensures all contract‑ and payment‑related documentation is complete, compliant, and audit‑ready.

Essential Duties and Responsibilities:

• Coordinate with Commercial Sales Administrator to collect onboarding paperwork for new commercial customers, such as account applications, credit documents, W-9s, and certificates of insurance.

• Partner with the commercial sales team to ensure contract terms, billing requirements, and customer information are accurate and up to date.

• Evaluate customer creditworthiness and assist in establishing or updating credit limits.

• Maintain organized, audit‑ready documentation for contracts, onboarding materials, remittances, payment confirmations, and customer correspondence in line with compliance and retention standards.

• Verify incoming bank payments, ensure proper allocation, and capture remittance information for AR posting and reconciliation.

• Lead proactive AR collections communication with customers, monitoring aging reports and following up on overdue accounts in alignment with company policies.

• Track and document all customer communications and payment commitments.

• Escalate collection issues to the Treasurer or appropriate internal stakeholders when necessary.

• Reconcile customer accounts and resolve payment discrepancies or billing disputes, coordinating with sales and operations as needed.

• Support the Treasurer and Finance team with internal and external audits, compliance reviews, cash flow forecasting, and AR performance metrics.

• Provide administrative and operational support for finance‑related projects as needed.

Required Qualifications:

• High school diploma or equivalent required; Associate’s or Bachelor’s degree in Accounting, Finance, HR, or related field preferred

• Experience in accounts receivable, contract administration, sales operations, or a related administrative/finance role.

• Strong organizational skills with the ability to manage multiple priorities and deadlines.

• Excellent written and verbal communication skills, especially in customer‑facing interactions.

• High attention to detail and accuracy in documentation and data handling.

• Proficiency with Microsoft Office Suite and familiarity with ERP or CRM systems.

• Comfortable owning processes, following structured workflows, and solving problems in ambiguous or evolving situations.

• Sound judgment and discretion in handling confidential information.

Preferred Qualifications:

• Experience supporting a commercial sales team or working in a fast‑paced, cross‑functional environment.

• Knowledge of contract workflows, vendor onboarding processes, document management systems, or audit support.

Physical Requirements:

• Ability to sit for extended periods while working at a computer.

• Ability to view computer screens and printed materials with or without reasonable accommodation.

• Occasional standing, walking, bending, or lifting light office materials (up to 10–15 pounds).

• Ability to communicate effectively in person, by phone, and via virtual meeting platforms.

Work Environment:

• Primarily office‑based professional work environment.

• Standard business hours, with occasional extended hours during budgeting cycles, forecasts, or month‑end close.

• Limited business travel may be required based on business needs.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.