Company Overview

Wellington Motor Freight is a rapidly expanding transportation company in Canada, recognized as one of the Top 20 Fleets to Drive For in North America. We prioritize respectful treatment of our drivers and foster a positive work workplace that supports retention and growth.

Position Summary The Collections & Cash Application Specialist is responsible for managing customer accounts, collections, cash application, account reconciliations, billing support, customer disputes, credit administration, and related reporting.

The position works closely with the AR Manager, Director of Accounts Payable & Receivable, Finance, Customer Service, Operations, Billing, Sales, and Account Management to ensure accurate customer accounts, timely collections, accurate cash application, and effective resolution of customer issues.

Key Responsibilities1. Collections & Customer Account Management

- Manage a portfolio of customer accounts and monitor outstanding and past-due receivables.
- Review AR aging and maintain the weekly collections report, prioritizing accounts based on aging, balance, risk, and payment history.
- Conduct regular collection follow-ups by email and telephone, including promised payments, short payments, and outstanding balances.
- Identify overdue and high-risk accounts and escalate significant delinquency, credit concerns, disputes, and collection risks to the AR Manager.
- Investigate and resolve invoice issues, billing discrepancies, deductions, short payments, payment disputes, pricing discrepancies, and invoice rejections.
- Manage invoicing for high-volume and complex customers with specific billing and portal requirements.
- Prepare, validate, and upload invoices and PODs through customer portals.
- Set up new customers in Fleet and NetSuite and support customer onboarding.
- Maintain accurate customer account records, collection notes, remittance information, and supporting documentation.
- Follow established collection procedures and coordinate escalations, including collection agency follow-ups when required.

1. Cash Application & Bank Processing

- Download and review company bank transactions and payment activity on a weekly basis.
- Review payment notifications and obtain customer remittances through Outlook, following up when remittances are unavailable.
- Accurately process, apply, and reconcile customer payments received through ACH, EFT, wire transfers, cheques, credit cards, and other payment methods.
- Ensure payment applications and supporting remittances are properly documented.
- Investigate and resolve short payments, overpayments, unapplied cash, unidentified payments, and other payment discrepancies.




- Reconcile customer accounts and investigate variances between customer payments, invoices, and NetSuite records.
- Create and process approved journal entries related to customer payment applications.
- Process cheque deposits and maintain supporting documentation.
- Assist with month-end cash application and AR reconciliation activities.

1. Billing, Systems & Reconciliation

- Submit invoices through the factoring company portal and import payments between NetSuite and Fleet.
- Maintain accurate customer information across applicable systems, including Fleet and NetSuite.
- Investigate missing invoices, PODs, and supporting documentation using Fleet, Outlook, NetSuite, and other systems.
- Track outstanding customer disputes and coordinate with customers and internal departments to ensure timely resolution.
- Ensure appropriate supporting documentation and approvals are obtained before customer adjustments are processed.
- Identify recurring billing, payment, or system issues and communicate findings and trends to management.
- Convert PDF information to spreadsheets when required to separate, reconcile, and track invoices across entities.
- Maintain weekly fuel surcharge schedules for DOE and FCA accounts, ensuring accuracy and timely updates.
- Provide backup support for invoicing teams and assist with complex invoicing and portal submissions across divisions.

1. Reporting, Credit & Internal Controls

- Prepare and maintain accurate AR, collections, cash application, and credit reports.
- Assist with daily, weekly, and month-end AR reporting, including aging trends, collection activity, unapplied cash, and outstanding balances.
- Submit weekly and monthly customer-specific reports as required.
- Maintain customer credit files, perform credit checks, and manage customer credit limits in accordance with established credit policies.
- Follow established Finance & Accounting policies, procedures, and internal controls.
- Protect confidential customer and financial information.
- Support internal and external audit requests related to accounts receivable and cash receipts.
- Identify and recommend opportunities to improve collections, cash application, credit, reporting, and AR processes.

1. Team Support & Collaboration

- Support consistent application of AR processes, internal controls, and documentation requirements.




- Work closely with the AR Manager and Director of Accounts Payable & Receivable on collection priorities, escalated accounts, credit concerns, and process improvements.
- Collaborate with Customer Service, Operations, Billing, Sales, Account Management, and Finance to resolve invoicing, documentation, payment, and customer account issues.
- Communicate professionally with customers to obtain payment commitments, remittance details, and supporting documentation.
- Provide timely updates to management regarding significant overdue balances, collection risks, disputes, and other customer account concerns.

Qualifications
- 2+ years of experience in Accounts Receivable, Collections, Cash Application, or a related accounting role.
- Post-secondary education in Accounting, Finance, Business Administration, or a related field is preferred.
- Strong understanding of accounts receivable, collections, cash application, reconciliations, and accounting principles.
- Experience managing high-volume customer accounts and payment transactions.
- Strong Excel skills, including formulas, sorting, filtering, and reconciliations.
- Experience with accounting and financial systems; NetSuite, Fleet, Dun & Bradstreet (D&B;), eCapital, and credit analysis systems is an asset.

Key Competencies
- Collections & Negotiation: Ability to professionally manage overdue accounts, resolve disputes, obtain payment commitments, and escalate collection issues appropriately.
- Cash Application & Attention to Detail: High level of accuracy when processing payments, remittances, reconciliations, customer accounts, and supporting documentation.
- Analytical & Problem-Solving Skills: Ability to investigate discrepancies, identify root causes, calculate variances, and determine appropriate resolutions.
- Organization & Prioritization: Ability to manage a large portfolio of customer accounts and prioritize activities based on aging, value, risk, and deadlines.
- Communication: Clear, professional, and timely communication with customers and internal stakeholders.
- Accountability: Takes ownership of assigned customer accounts and follows issues through to resolution.
- Teamwork & Leadership: Provides guidance and support to team members and works effectively with Finance, Operations, Billing, Customer Service, Sales, and other departments.

Pay: $60,000.00-$68,000.00 per year

Benefits

- Company events
- Dental care
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Vision care

Experience:
- Collections: 2 years (required)

Licence/Certification:
- Driving Licence (preferred)

Location:
- Puslinch, ON (preferred)

Work Location: In person

📌 Credit and Collections Specialist (Puslinch)
🏢 Wellington Motor Freight
📍 Puslinch