Collections Specialist

About Us

Kayana is a talent agency that connects Filipino Remote Professionals with global companies that operate within real systems and value disciplined execution. These are long-term professional roles—not gig work. Our partners build structured teams where accountability, clear communication, and operational discipline matter. 

Important: Kayana hires Filipino remote professionals only, regardless of their current location.

Position Overview

The Collections Specialist plays a critical role in maintaining healthy cash flow through disciplined follow-up, clear documentation, and structured regional coordination.

This role operates at the intersection of Accounting, Sales, and Operations, ensuring invoices are paid on time, disputes are resolved efficiently, and communication remains aligned across teams.

This is not a reactive collections role. Success in this position requires organization, consistency, and strong attention to detail. The right candidate thrives in structured environments, eliminates ambiguity, documents every interaction, and ensures that information flows clearly between internal teams and customers.

The Collections Specialist will report directly to the Regional Accounting Manager and is expected to maintain consistent reporting standards, structured follow-through, and high accountability.

Core Responsibilities

1. Cash Collection & Account Management

Drive timely invoice payments through disciplined account monitoring and proactive follow-up.

Responsibilities include:

• Reviewing and maintaining customer aging reports
  

• Distributing invoices and customer statements
  

• Prioritizing accounts based on aging, exposure, and payment risk
  

• Conducting structured follow-up calls and email outreach
  

• Tracking payment commitments and ensuring follow-through
  

• Identifying issues that impact Days Sales Outstanding (DSO) and taking corrective action
  

• Escalating unresolved accounts according to defined protocols

2. Documentation & Communication Discipline

Maintain clear, accurate, and compliance-ready documentation of all customer interactions.

Responsibilities include:

• Recording all customer communications within the system
  

• Maintaining organized account notes and payment records
  

• Tracking payment promises and monitoring adherence
  

• Preparing structured account status updates for leadership
  

• Ensuring all account information is documented with clarity and accountability

3. Cross-Regional Coordination

Serve as a key connector between internal teams to prevent miscommunication and resolve billing issues quickly.

Responsibilities include:

• Coordinating with Florida and East Coast operational teams
  

• Working closely with Sales and Project Managers to address billing disputes
  

• Investigating and clarifying customer discrepancies
  

• Ensuring alignment between operations, billing, and collections
  

• Preventing internal communication gaps that delay payments

4. Systems & Tools

Operate efficiently within the companys technology stack to ensure accurate tracking and reporting.

Responsibilities include:

• Working within a Microsoft-based ecosystem (Teams, Excel)
  

• Utilizing ERP and CRM systems for account tracking and reporting
  

• Participating in the evaluation and usage of VoIP communication systems (RingCentral, Zoom Phone, Teams Calling)
  

• Maintaining compliance-ready call and communication documentation
  
  

What Success Looks Like

A successful Collections Specialist will:

• Maintain structured, well-documented customer accounts
  

• Reduce aging balances and improve Days Sales Outstanding (DSO)
  

• Ensure clear communication between Accounting, Sales, and Operations
  

• Prevent confusion or delays caused by incomplete documentation
  

• Execute collections with professionalism, discipline, and consistency