Accounting Administrator - AR

Position Purpose

This job is primarily responsible for cash application, analyzing billing exceptions, and managing deductions on customer accounts.   This position will also assist with managing customer account balances through the initiation of credit and debit memos needed in the maintenance of accounts and collections. Additionally, this position will support other accounting team members. Proactively supports all company needs.

II.Organizational Relationships

This position reports to the Controller.  Peers in the company include the Credit and Collections Coordinator, Accounting Administrators, Customer Service Representatives, and Pricing Analysts. 

III.Position Responsibilities & Duties

1. Cash application

• Retrieve customer payments from theBank of Americasecured website(ACHs and checks sent to the Lockbox)for the purpose of clearing invoices from theappropriate customers’accounts.  
• Request any missing documents necessary to clear theappropriate invoice(i.e.check remittance).  
• Clear the invoice in SAP. 
• Maintain the cash application spreadsheet for the purpose of verifying correctapplication /posting.
• Collaborate with the Credit and Collections Coordinator to address skipped or missing payments.

1. Invoicing

• Analyze any billing exceptions after the automated billing process runs.  
• Mailthe printed invoices tocustomerbilling address toensure prompt payment.
• Ensurethat customers subscribed to EDI services receivean accurateinvoice.  

1. Manage Deductions on Customer Accounts

• Request back-upfrom the customeror brokerfor deductionsandprovidethis information to the appropriatesales person(usingSharepoint).
• Review deductions to make sure they are reasonable and work with the customer or broker to get the deduction repaid if invalid.
• Upon receipt of approval,clear thedeductionfrom the customer’s account throughSAP / Vistex.  
• File support in theappropriate folderfor reference.  

III.Position Responsibilities & Duties (continued)

1. Minimize days outstanding of receivables

• Proactivelyidentifyand re-invoice customers whoevidencegaps in their paymentpatternas a result ofnot having a record of certain invoices.
• Review account statustoidentifydelinquent accounts. 
• Initiate correspondence with the customer through written letters, calls, and follow-up when necessary.
• Build and understandthese relationships formaxiumeffectiveness in meeting SEM’s financial goal of collecting AR as soon as possible.
• Review customer disputes and follow the proper collection procedures.  

1. Manage the RMA process

• Request return orders to be enteredin SAPfor the purpose of clearing invoices billed for damaged product
• Ensuresupporting documentation isaccurateandcontainsnecessary approvals to close out claim issues.  
• Follow the order through to credit memo creation to be sure the customer receives credit and the original invoice is cleared in SAP 

1. Maintain Customer Relationships

• Complete questionnaires received from external auditors for information on individual customer accounts as requested.  
• Sendreminder noticestocustomers when invoices are skipped 
• Respond to customer requestsfor invoice copies or delivery documentation
• Utilize customer portals for customer account follow-up, invoice status, past due requests, etc.

1. Continuous Improvement

• Drive continuous improvement efforts byidentifyingandeliminatingwasteful activities.  

IV. Contacts

Internal contacts are most typically Customer Service, Accounts Payable, Sales and Logistics personnel.  External contacts include customers, brokers, buyers, and auditors.

V.Scope of Authority

Assignments to this position are most often outlined and work in progress is reviewed occasionally. Completed work is reviewed periodically.

VI.Working Conditions

This position is sedentary in an office setting.

VII.Essential Skills

• Traits and Abilities:   

• Thrives on driving continuous improvement
• Excellent communication and interpersonal skills with a customer service focus
• Dedicated team player 
• Ability to manage projects and work under the stress of deadlines
• Strong analytical skills with a demonstrated ability to analyze and interpret written business/statistical data