Credit & Collections Specialist *ON-SITE

We are seeking an on-site Credit & Collections Specialist to manage the credit and collections process for our commercial fuel business. This position plays an important role in supporting sales growth while protecting the company from unnecessary credit risk and maintaining a healthy accounts receivable portfolio.

The Credit & Collections Specialist will be responsible for reviewing and processing new customer credit applications, evaluating creditworthiness, establishing appropriate credit limits and payment terms, setting up and maintaining customer accounts in our ERP system, monitoring accounts receivable and aging, and actively managing collections.

This role also serves as an important checkpoint in the customer onboarding process, ensuring customer information, tax documentation, exemptions, credit information, and other required documents are complete and accurate before accounts are established.

We are looking for someone who is organized and detail oriented, but this is not simply an administrative position. The right person will be comfortable making decisions, identifying potential problems before they become larger issues, working independently, and collaborating with sales, operations, accounting, and customers to find practical solutions.

Please note, this is an on-site position.

• Review and process commercial credit applications for new customers.
• Pull and review business credit reports, trade references, payment histories, financial information, and other available information to evaluate creditworthiness.
• Verify customer legal names, business entities, billing information, ownership information, and other required account information.
• Recommend and establish appropriate credit limits and payment terms based on company guidelines, available credit information, expected purchasing volume, and overall risk.
• Identify applications requiring additional information, guarantees, deposits, alternative payment arrangements, or management review.
• Set up new customers accurately and completely in the ERP system, including payment terms, credit limits, billing requirements, tax status, and other account information.
• Maintain accurate credit files and supporting documentation for new and existing customers.

• Review the accounts receivable aging report regularly and identify past due accounts, developing risks, and accounts requiring immediate attention.
• Contact customers by phone and email regarding past due balances and obtain payment commitments.
• Maintain consistent follow up on outstanding balances until payment or resolution.
• Document collection activity, customer commitments, disputes, and relevant account information in the appropriate systems.
• Research payment discrepancies, short payments, unapplied payments, invoice disputes, and other issues affecting collection.
• Work with customers and internal departments to resolve billing or account issues that are delaying payment.
• Escalate seriously delinquent or high risk accounts when appropriate and recommend changes to credit limits, terms, account status, or collection strategy.
• Assist with decisions regarding credit holds and the release of customer orders based on account status, payment history, and established credit policies.

• Monitor existing customers for changes in payment behavior, aging, credit exposure, purchasing patterns, or other indicators of increasing credit risk.
• Periodically review customer credit limits and terms to ensure they remain appropriate for current purchasing levels and payment performance.
• Identify customers approaching or exceeding established credit limits and proactively address potential issues.
• Work closely with sales to balance customer needs and commercial opportunities with responsible credit management.
• Communicate significant credit concerns clearly and promptly to management and other appropriate stakeholders.
• Provide aging, collection, credit exposure, and other reporting to management as requested.

• Collect, review, verify, and maintain required customer documentation.
• Maintain current sales tax exemption certificates, resale certificates, fuel tax documentation, and other applicable tax or compliance records.
• Review customer documentation for completeness and accuracy before applying tax exemptions or other special account classifications.
• Monitor expiration dates and missing documentation…