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Office Administrator & Collections Specialist Windows Direct USA

•3.4 Evendale, OH Job Details Full-time $21

•$23 an hour 19 hours ago Benefits Health insurance Dental insurance 401(k) Paid time off Vision insurance 401(k) matching Life insurance Qualifications Customer communication Filing Administrative experience Attention to detail Organizational skills Office experience

Full Job Description Office Administrator & Collections Specialist Job Type:

Full-Time

•suggested pay $21

•23 based on experience

Department:

Operations / Customer Service Position Overview We are looking for a highly organized, detail-oriented Office Administrator & Collections Specialist to manage the financial and administrative follow-through of customer projects from contract through completion. This role is responsible for collecting customer deposits and final payments, setting clear payment expectations with customers, ensuring contracts are complete and accurate, verifying financing approvals, and making sure every job is properly closed out with all required installation documentation. The ideal candidate is someone who is extremely organized, detail-oriented, comfortable communicating with customers, and confident working with financial information and CRM (Customer Relationship Management) systems. Key Responsibilities Manage customer accounts and project information within the CRM (Customer Relationship Management) system. Collect customer deposits, progress payments, and final payments according to contract terms. Communicate with customers regarding payment schedules, expectations, balances, and outstanding amounts. Follow up professionally and consistently on past-due or outstanding payments. Review sales contracts to ensure all necessary information, documentation, signatures, and payment details are complete before a job moves forward. Work closely with the sales team to resolve missing or incomplete contract information. Verify financing approvals and ensure financing documentation is properly recorded and matched to the customer's project. Track project financials from initial deposit through final payment. Coordinate with internal teams to identify and resolve discrepancies in customer accounts. Ensure completed jobs are properly closed out in the CRM. Verify that all required installation paperwork, completion documents, photos, warranties, and other job-related documentation are uploaded to the customer's profile. Maintain accurate customer records and ensure information is current and complete. Assist with account reconciliation and payment tracking using QuickBooks or similar accounting software. Identify issues before they become problems by carefully reviewing customer files, contracts, payments, and project documentation. Provide regular updates to management regarding outstanding balances, incomplete files, financing issues, and jobs requiring follow-up. Maintain confidentiality and professionalism when handling customer and financial information. Qualifications Previous experience in collections, accounts receivable, customer service, office administration, CRM management, or a similar role . Experience with QuickBooks or similar accounting software a plus. Strong organizational skills and exceptional attention to detail. Comfortable working with numbers, contracts, invoices, payments, and financial records. Excellent written and verbal communication skills. Ability to communicate payment expectations firmly but professionally with customers. Strong follow-through and the ability to manage multiple customer accounts and projects simultaneously. Comfortable learning and navigating CRM and business software. Ability to identify missing information and take initiative to get issues resolved. Strong problem-solving skills and a high level of accountability. Ability to prioritize work and meet deadlines in a fast-paced environment. What Success Looks Like The successful candidate will ensure that nothing falls through the cracks . Contracts are complete, financing is verified, deposits and final payments are collected on time, customer expectations are clear, and completed jobs contain all required documentation before being closed out. If you are the type of person who notices the missing signature, catches the incorrect balance, follows up when a payment is overdue, and makes sure every customer file is complete, this position could be a great fit for you. Core Skills Organization | Attention to Detail | Collections | Customer Communication | CRM Management | Accounts Receivable | QuickBooks | Contract Review | Payment Tracking |

Follow-Through Pay:

$21.00

•$23.00 per hour Expected hours: 40.0 per week

Benefits:

401(k) 401(k) matching Dental insurance Health insurance Life insurance Paid time off Vision insurance

Work Location:

In person