Credit Coordinator

The Credit Coordinator provides administrative and clerical support for the Credit Department and assists with the daily processing of accounts receivable, customer account maintenance, order releases, cash application, collections support, and document management activities. This position plays a critical role in maintaining accurate customer records, supporting timely order processing, and ensuring the efficient organization and tracking of credit-related documentation. 

The Credit Coordinator reports to the Credit Manager and may receive day-to-day guidance and work assignments from the Assistant Credit Manager and Credit Specialists. The ideal candidate is highly organized, detail-oriented, and comfortable working in a highly transactional, paper-intensive, and manually driven environment utilizing AS400 and other company systems 

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. 

Administrative & Document Management 

• Maintain and organize physical and electronic customer credit files. 

• Scan, index, upload, and archive credit applications, financial documents, correspondence, customer agreements, and supporting records. 

• Utilize DocuSign and other electronic document management tools to prepare, distribute, route, track, and maintain documents requiring customer, management, or internal approvals and signatures.  

• Maintain departmental filing systems and ensure documents are properly retained according to company procedures. 

• Assist with document retrieval requests from management, Sales, Accounting, customers, auditors, attorneys, and other departments. 

• Process incoming mail, customer correspondence, and credit-related documentation. 

• Perform high-volume data entry and record maintenance activities within AS400 and other designated systems. 

• Support the annual external financial audit by locating, organizing, scanning, copying, and providing requested customer files and supporting documentation.  

• Maintain audit-ready physical and electronic records throughout the year to facilitate efficient annual audit support. 

• Support departmental reporting and special projects as assigned. 

Cash Application & Accounts Receivable Support 

• Accurately process and apply customer payments, including checks, ACH transactions, wire transfers, and lockbox receipts within AS400. 

• Perform routine cash application activities and assist with account reconciliation efforts. 

• Research unapplied cash and payment discrepancies and escalate unresolved issues as appropriate. 

• Process authorized customer account adjustments, transfers, and credits. 

• Assist with maintaining accurate customer account records and supporting documentation. 

• Support month-end accounts receivable activities and reporting requirements. 

Order Release Support 

• Review customer account status and assist with daily order release activities through AS400 in accordance with established credit procedures. 

• Verify account balances, payment status, and credit hold information prior to releasing orders. 

• Escalate accounts with significant past-due balances, exceeded credit limits, or other credit concerns to the Credit Specialist, Assistant Credit Manager, or Credit Manager. 

Collections Support 

• Perform collection follow-up activities on assigned customer accounts through telephone, email, and written correspondence. 

• Contact customers regarding past-due balances and payment status. 

• Provide copies of invoices, statements, proof of delivery, and supporting documentation needed to facilitate payment. 

• Document customer payment commitments and collection activities within company systems. 

• Escalate disputed invoices, collection issues, and significant delinquency concerns to Credit Department management. 

Customer Service & Department Support 

• Respond to routine customer inquiries regarding account balances, invoices, statements, payments, and account maintenance requests. 

• Work closely with Sales, Customer Service, Shipping, and Accounting departments to resolve routine customer account matters. 

• Assist with customer portal administration, including Home Depot, Lowe's, and other customer payment systems. 

• Support continuous improvement of departmental processes and workflows. 

• Provide backup support to other Credit Department team members as needed 

SUPERVISORY RESPONSIBILITIES  

This position has no supervisory responsibilities.  

QUALIFICATIONS  

• Strong administrative, organizational, and document management skills.  

• Excellent attention to detail and accuracy.  

• Ability to handle large volumes of paperwork and electronic records efficiently.  

• Working knowledge of accounts receivable, cash application, and collection processes preferred.  

• Strong customer service and communication skills.  

• Ability to manage multiple priorities in a fast-paced environment.  

• Comfortable working in a highly manual and paper-intensive environment.  

• Strong follow-through and documentation skills. 

EDUCATION and/or EXPERIENCE  

• 2+ years of experience in accounts receivable, collections support, customer service, administrative support, or related office environment.  

• Experience with document management, scanning systems, and records administration preferred.  

• Experience working with AS400 or similar ERP systems preferred.  

• Experience in manufacturing, industrial, distribution, or construction-related industries preferred. 

COMPUTER SKILLS  

• Proficient in Microsoft Office Suite, including Excel, Outlook, and Word.  

• Experience with AS400 strongly preferred.  

• Strong data entry skills.  

• Experience with customer payment portals and electronic payment systems preferred.  

• Ability to prepare and maintain accurate records and reports.  

PHYSICAL DEMANDS  

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabiltties to perform the essential functions.  

While performing duties of this job, the employee is regularly required to use hands to handle, or feel, and talk or hear. The employee is frequently required to sit. The employee is occasionally required to lift and/or move up to 10 pounds and rarely lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus. 

WORK ENVIRONMENT 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

The noise level in the office environment is usually quiet, and the temperature is controlled.