Office Assistant (Collections) at Eden Solutions and Resources

Job Purpose

• To provide administrative support to the collections department, assist in managing overdue accounts, and ensure that the office operates efficiently by handling various clerical duties related to debt collection.

Key Responsibilities
Administrative Support:

• Provide general administrative assistance to the collections team, including handling phone calls, emails, and correspondence with clients.
• Assist with scheduling meetings and maintaining calendars for collection officers.
• Prepare reports and documentation related to overdue accounts and collection activities.

Record Keeping & Data Entry:

• Maintain accurate and up-to-date records of collection activities, including payment status, account details, and customer interactions in the CRM or collection software.
• Input and update customer account information, payments received, and follow-up actions taken.
• File, organize, and archive paper and electronic documents related to collections.

Customer Communication:

• Assist with communicating with customers to remind them of outstanding payments or to follow up on previous collection attempts.
• Handle customer inquiries about their accounts or payment options, escalating complex issues to senior collection officers.

Payment Processing:

• Process customer payments, ensuring that payment details are correctly recorded in the system.
• Reconcile payments received with outstanding balances, ensuring accounts are updated accurately.

Reporting & Documentation:

• Prepare and distribute reports on overdue accounts, collection progress, and payments received to management and other relevant stakeholders.
• Assist in preparing and sending letters, notices, and reminders to customers with overdue accounts.

Team Collaboration:

• Support the collections team in coordinating collection strategies, sharing updates, and tracking progress on delinquent accounts.
• Assist with any ad hoc projects or assignments as required by the collections manager.

Compliance & Confidentiality:

• Ensure that all customer information is handled securely and in compliance with data protection regulations (e.g., GDPR, Fair Debt Collection Practices).
• Adhere to company policies and legal requirements regarding debt collection.

Qualifications

• Education: High School Diploma or equivalent (associate’s degree or certification in office administration is a plus).
• Experience: 1-2 years of experience in an administrative role, preferably in collections or finance.
• Technical Skills: Basic knowledge of collections processes and experience with office software, CRM, or accounting software

Key Skills & Competencies:

• Strong Organizational Skills: Ability to manage multiple tasks, prioritize work, and ensure all records are up to date.
• Attention to Detail: Accuracy in data entry and record keeping is crucial to ensure proper account management.
• Communication Skills: Good verbal and written communication skills for interacting with customers and internal teams.
• Customer Service Orientation: Ability to handle customer inquiries and issues professionally and empathetically.
• Teamwork: Willingness to support the collections team and collaborate on achieving departmental goals.
• Technical Skills: Proficiency in using office software (e.g., Microsoft Office Suite), CRM systems, and collections software.
• Problem Solving: Ability to assist with resolving basic account discrepancies and issues related to payments.