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Billing & Collections Supervisor
NPAworldwide Recruitment Network
NPAworldwide Recruitment Network
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Job Location: Hauppauge, NY

Job #: 12491
Title: Billing & Collections Supervisor
Job Location: Hauppauge, New York - United States
Employment Type:
Salary: $60,000.00 - $70,000.00 - US Dollars - Yearly
Employer Will Recruit From: Local
Relocation Paid?: NO


We are looking for a manager who brings a smile to the room while maintaining a well-run, detail-oriented team of 4. You would be walking into a department that is currently running well and a team that likes to be there! We are looking for someone who has the following traits:

  • A few years of supervisory/team lead experience; training a plus
  • Experience in both billing and collections capacities
  • Upbeat, positive, and organized personality
  • Looking to learn and grow while developing the department/team

Position will be reporting to the Director of Business Operations.

Working with the Billing & Collections staff to generate all invoices in an efficient manner, collecting outstanding accounts receivable balances, and supervising the Billing & Collections staff are paramount in this role. In addition, ensuring that the work is processed error free in a client-friendly format and escalating issues on invoices beyond the 91+ aging mark are key aspects of this position
Ensure that all requests are professionally addressed by the team within 3 business days or less.
Understand the AIA construction billing process and assist with completing waivers, certified payroll requests, and payment applications as necessary.
Assist with the AIA billing to ensure monthly deadline submissions are met.
Innovate to create cleaner invoices and smoother processing for our internal employees.
Proactively seek out and push billing internally to ensure company meets monthly and quarterly financial goals by our deadlines.
Screen our monthly recurring invoices to guarantee that our billing us up to date before the close of each month.
Help document best billing practices to promote consistency in how we handle the various requests.
Working with internal teams to help complete billing requests in our queue.
Load invoices on customer websites as required.
Processing credit cards in our v-terminal and posting batches for payment.
Contacting customers to resolve open balances on the 91+ receivables.
Ensuring complete and accurate interest calculations for delinquent customers.
Produce critical list reports for management review and possible submission to a collections agency or further legal action.
Respond to inquiries received from internal leadership, departments, outside attorneys, and auditors.
Follow-up communications to foster settlements and ensure ongoing payments over time.
Initiate, track and maintain all records/files associated with collection activities for each account to include negotiated payment schedules, telephone call documentation and collection letters in the Epicor system.
Manage cash application to ensure all cash receipts are applied properly in a timely manner.
Diligently gather and analyze data from various sources (in-house databases, internet searches, social media, public records, etc.) to enable collections.
Research and provide ad hoc reports as requested.
Provide a forecast on weekly payments.
Research discrepancies may involve in-depth understanding of customer account history and past practices.
Develop relationships with clients to ensure open, positive communication and timely payments from clients
Maintain receivables in a proper manner, keeping accounts as current as possible.
Liaise with Sales, Accounts Receivable and other departments to resolve outstanding queries.
Work to reduce the credits on account. This can be accomplished by working with our sales team and customers to apply credits to new opportunities.
Approve payroll and manage PTO for the team.
Create and maintain a positive, collaborative work environment where employees are empowered to excel in their respective roles.
Work with IT to troubleshoot system issues/recommend upgrades to the current tools.
Correct errors and put mechanisms in place to prevent those errors from recurring.
Responsible for the development and implementation of goals, policies and procedures, and training that provide efficient collection of Accounts Receivables and best invoicing practices.
Manage daily productivity of staff to meet and exceed company objectives.
Provide high quality customer support (internal & external).
Identify areas where reporting could be improved and assist in the development of improved reports.
Meet with clients to discuss billing issues, resolutions, and lessons learned for future invoices.
Other Duties
Perform additional duties and projects as assigned by management.
Phone calls/letters to existing customers to establish positive, cooperative communications.
Follow-up communications to foster settlements and ensure ongoing payments over time.
Helping innovate within our department to grow .
Providing credit checks and setting up new customers in our account software as a backup to our primary screener.
Entering notes into our Customer Database to help improve future order processing.


Minimum three (3) five (5) years experience as a team lead, supervisor, or manager in an Accounts Receivable department.
Microsoft Office proficiency and an understanding of formulas in Excel.
Knowledge and understanding of commercial data/credit companies (D&B, etc.).
Experience with web based accounting systems; testing, and offline data capture.
Critical thinking capabilities and ability to work well under pressure and meet deadlines in a high-volume environment; must have commitment to quality, process improvement and contributing to efficient operations.
Excellent verbal and written communication skills. Proven presentation skills and the ability to communicate effectively with all levels of the organization.
Strong analytical skills, organization and attention to numerical detail and financial information.
Must meet performance standards including attendance and punctuality.
A firm understanding of the basic purchasing terms and contracts.
Strong organizational and multi-tasking skills.
Very proactive work ethic, and the ability to adapt to organizational growth.
Confidence and maturity to enforce company policies.
Previous experience with an SAP/ERP system.

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