Collections Manager

Collections Manager – Job Description

Overview

The Collections Manager leads the collections and cash application functions for the Red Coats family of companies, with current responsibility for Datawatch Systems and planned expansion to Red Coats and Admiral Security on a schedule to be determined by management. Reporting directly to the Controller for Datawatch Systems, this position manages the collections staff, currently consisting of five associates, and establishes clear priorities, performance expectations, and accountability for the timely collection and accurate application of customer payments.

The Collections Manager is responsible for reducing past-due receivables and bad debt exposure, improving number of days sales outstanding, resolving complex customer disputes and payment escalations, and maintaining productive customer relationships. The role monitors aging, unapplied cash, write-offs, and collection trends; provides meaningful analysis and reporting to senior management; and partners with operations, billing, and finance to address root causes of collection issues. The position also develops team members, maintains effective policies and internal controls, supports audit and compliance requirements, and implements process and automation improvements that increase efficiency, accuracy, and visibility.

Collections Management

• Lead and manage the collections functions, including resolving overdue accounts, negotiating payment arrangements, and implementing strategies to minimize bad debt.
• Build and maintain strong customer relationships to effectively resolve billing, payment, and collection-related issues.
• Communicate professionally and proactively with customers to address disputes and payment concerns.
• Supervise, mentor, and develop the collections and cash application team to ensure performance targets are met.
• Assist the AR Manager with the timely and accurate application of payments (ACH, wire, checks) and assist with unapplied cash and discrepancies.
• Identify and implement process improvements, automation initiatives, and workflow enhancements to increase efficiency and accuracy.
• Collaborate cross-functionally with operations, billing, and finance to resolve issues and prevent future collection challenges.
• Monitor and report on key accounts receivable metrics, including DSO, aging, write-offs, and collection trends.
• Prepare and present financial reports and analysis to senior management.
• Assist with the maintenance of proprietary software used for customer collections and correspondence (High Radius), along with any upgrades as needed.

Compliance & Controls

• Ensure compliance with internal controls, accounting policies, and applicable laws and regulations.
• Maintain and update credit, billing, and collections policies and procedures.
• Support internal and external audits by preparing documentation and responding to inquiries.

Required Skills & Qualifications

• Strong leadership, communication, negotiation, and customer service skills.
• Exceptional attention to detail with strong analytical and problem-solving abilities.
• Proficiency with accounting systems, ERP platforms, and advanced Excel functionality.
• Solid understanding of collection laws, compliance requirements, and industry best practices.
• Prior management experience with demonstrated success leading collections teams.