Collection Associate

Job Description – Collection Manager

Department: Finance & Accounts

Location: Head Office (with monthly travel to branches: Umbergaon, Bhiwandi, etc.)

Reporting To: Head of Finance / Director – Finance

Designation: Customer Credit Control Manager

1. Role Overview

The Customer Credit Control Manager is responsible for evaluating customer creditworthiness, setting credit limits, monitoring outstanding receivables, ensuring timely collections, and reducing credit risk across all branches. The role requires strong analytical ability, coordination with Sales, Accounts, and Dispatch teams, and continuous credit monitoring for smooth cash flow.

2. Key Responsibilities

A. Credit Assessment & Approval

Evaluate new customer credit applications using financial documents, bank statements, trade references, and internal scoring models.

Set and update credit limits for customers based on business volume and payment history.

Prepare credit risk reports for management approval.

Conduct yearly or half-yearly credit reviews and revalidation.

B. Receivable Monitoring & Follow-Up

Track outstanding payments for all branches and ensure timely collections.

Publish weekly and monthly Ageing Reports (0–30, 31–60, 61–90, 90+ days).

Follow up with customers for overdue invoices via phone, email, and coordination with Sales.

Reduce Debtor Days (DSO) aggressively.

C. Payment Reconciliation

Coordinate with the accounts team for customer ledger reconciliation.

Resolve debit notes, short payments, and discrepancies.

Ensure all TDS entries are correctly posted and reconciled.

D. Risk Mitigation

Identify high-risk customers and recommend blocking or limiting credit.

Implement credit control policies including security cheques, advances, or part payments.

Monitor bounced cheques, delayed payments, and habitual defaulters.

E. Coordination & Communication

Work closely with Sales, Dispatch, Billing, and Branch Collection teams.

Provide daily or weekly collection status to senior management.

Coordinate with branch teams to ensure accurate and timely depositing of cheques/NEFT follow-ups.

F. Documentation & Compliance

Maintain all customer credit files and documentation.

Ensure compliance with internal company policies and statutory requirements.

Support external audits by providing AR reports, credit evaluations, and evidence.

G. Process Improvement

Suggest and implement best practices to reduce credit risk.

Develop SOPs for credit approval, billing, and collection follow-ups.

Use ERP tools (e.g., Busy, Tally, Odoo, Zoho) for credit monitoring dashboards.

3. Required Skills & Competencies

Strong knowledge of Accounts Receivable, Billing, and Credit Assessment.

Excellent communication & negotiation skills for customer follow-up.

Strong Excel skills (VLOOKUP, Pivot Table, Ageing Analysis).

Understanding of GST billing and reconciliation.

Analytical mindset and ability to handle pressure.

Knowledge of ERP systems preferred.

4. Qualification & Experience

B.Com / M.Com / MBA Finance.

Minimum 2–8 years experience in Credit Control / Accounts Receivable in a manufacturing or trading company.

Experience in managing multi-branch credit operations is preferred.

5. KPIs (Key Performance Indicators)

Debtor Days / DSO reduction.

% of Overdue beyond 60/90 days.

Collection efficiency.

Accuracy of customer credit limits.

Reduction in disputes and debit notes.

Timely reporting to management.