Credit and Collections Manager

Credit & Collections Manager

COMPANY: HornerXpress South Florida, Inc.

REPORTS TO: Vice President

FLSA: Exempt

HOURS: Full-time

We are looking for a thorough, detail-oriented and dedicated Credit manager to join our team. The right candidate will be able to quickly learn and adapt to the needs of the role and ensure all credit matters are handled appropriately and in a timely fashion. We are looking for someone who is a strong leader and can streamline the credit processes and department. The ability to work in a diverse, fast-paced environment is essential. This is a great opportunity to learn and grow with a dynamic organization!

SUPERVISION/MANAGEMENT

• Direct all aspects of credit department to ensure annual target numbers are met.
• Perform annual performance evaluations for all department personnel within 30 days of their respective anniversary date.
• Establish annual (SMART) goals for department by December 15 of each year.
• Schedule and hold department meetings and/or one on one meeting no less than 4 times per year.
• Support and assist with outcome any issues pertaining to decisions that involve disputes between branch managers, department personnel, and customers.
• Establish written procedures for department and update within 30 days when any changes are made.
• Review past due accounts daily and follow up with the collectors by the next day regarding any outstanding issues.
• Review and approve ADP bi-weekly time sheets every other Tuesday by 8:30 AM unless instructed by HR to process earlier due to holiday.
• Oversee collection process to insure accounts are being “cut off” or reviewed for credit line increase according to our written credit policy standards.

GUIDELINES & PROCEDURES

• Establish guidelines for use in determining proper credit lines and terms for all customers who apply for credit and review daily for those over their respective limits and as necessary for all other accounts.
• Review the Over the Credit Limit reports for each HX location at least once per week.
• Assist Branch Managers and credit department personnel with establishing appropriate credit lines as needed by reviewing credit reports and trade references.

COLLECTIONS

• Regarding unresolved past due accounts, negotiate a “win win” payment plan to maintain continuous accounts receivable reduction while avoiding legal action.
• Assist with resolving past due account issues (reconciliations, authorized service charge credits, misapplied payments) immediately when collector requests help or if self-observed.
• Coordinate with accounting for all “combo” payments, “AO’s”, debit memos and disputes to determine how to apply within 24 hours of receipts.
• Assign payment received from outside collection agencies within 24 hours of receipt.
• Oversee the processing and file all liens for Notice to Owners within the legal allowable time limits.

LEGAL MATTERS

• Manage all legal matters placed either in collections or sent to attorney.
• Update Legal Report monthly by the day before schedule “one on one” with supervisor.
• Maintain current and accurate legal records for each legal account. Current means update takes place within 3 days of any activity or correspondence related to respective files.
• Make prompt decisions favorable to company for all collection related legal matters thus avoiding hindrances to resolution.
• Process the required paperwork year end for all bad debt accounts including supporting documentation from collection agency or attorney.
• Attend mediation or court hearings as needed.
• Approve all legal related invoices and allocate to appropriate “branch” in a timely manner that allows for an on-time payment.
• Allocate all payments received from collection agency(s) and/or attorney within 24 hours receipt.

TRAINING

• Organize internal training session(s) for collectors a minimum of two times per year with a focus on remaining current and increasing knowledge.
• Visit branches on an as needed basis to train and assist in credit and collections procedures.
• Participate, as required, being the instructor for the Credit & Collections HITT class segment.
• Present at FSPA chapter meetings as requested and if available.

REPORTS

• Update monthly the A/R Summary Report, the Payment Plan Report, the Legal Report, the NSF report, the Service Charge Report & the Change in Over 90 report and distribute no later than 2 days prior to monthly one on one meeting.
• Maintain annual Bad Debt Report by compiling probable and actual bad debt for the current calendar year and distribute each time the report is modified.

MISCELLANEOUS

• Within 48 hours of notification, assist Branch Managers with special terms deals and promotions (i.e. new store openings, promotion to move inventory, early buys, etc.).
• Approve all credit/collection related invoices and allocate to appropriate “Branch” in a timely manner that allows for an on-time payment.
• Send annual tax exemption notice to customers by November 1st each year and ensure that all received tax exemption certificates are filed and the appropriate data is correctly entered into Microsoft Dynamics 365 by January 31 of each year. The receipt of new customer certificates is handled similarly within 24 hours of account approval.
• Inactivate accounts that have not purchased during the previous 24 months by updating FACTS file maintenance and completing during the 4th quarter of each year.
• Attend monthly NACM meetings and other management meetings as required.
• Attend the monthly Team Meeting a minimum of 4 times per year.
• Approve and place office supply order for department as needed to prevent shortage necessary supplies and avoidance of disruption to work flow.
• Create annual Credit department budget, including forecasted bad debts, by the deadline established by the Corporate Controller.
• Seeks and achieves continuous personal improvement as well as suggesting new ideas that encourage personal departmental or company growth.

BACK UP

• Process new customer applications (request credit reports, trade reference information, etc.), determine credit limit, set terms, and enter all data in Microsoft Dynamics 365 within 7 days of receipt of application.

OTHER REQUIREMENTS FOR THIS ROLE

• Positive, enthusiastic and flexible attitude
• Team player mentality
• Demonstrate skilled use of tact
• Proficient in Microsoft Office
• Strong communication skills
• Strong organizational skills
• Participation at most Team meetings
• Minimum 3 years of supervisory experience
• 5 to 10 years’ experience in Credit & Collections
• Ability to travel as needed

• High School Diploma or GED required

• Participation in the Team Horner Employee Stock Ownership Plan
• Tuition reimbursement
• Ongoing industry training
• Yearly performance and long service awards and events
• Paid time off: Holiday, Vacation and Personal
• Health, dental and vision insurance offered
• Short/Long term disability insurance offered
• 401K and Roth offered
• Extensive wellness program including one-to-one coaching, healthy living seminars, exercise facilities and classes, stand-up desks and many other great incentives
• Merchandise discounts

…and so much more!