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.

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

• Cash application
• Retrieve customer payments from theBank of Americasecured website(ACHs and checks sent to the Lockbox) for the purpose of clearing invoices from the appropriate customers’accounts.
• Request any missing documents necessary to clear the appropriate 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.
• Invoicing
• Analyze any billing exceptions after the automated billing process runs.
• Mailthe printed invoices tocustomerbilling address toensure prompt payment.
• Ensure that customers subscribed to EDI services receivean accurateinvoice.
• Manage Deductions on Customer Accounts
• Request back-up from the customer or broker for deductions and provide this information to the appropriate salesperson (using Sharepoint).
• 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 the deduction from the customer’s account through SAP / Vistex.
• File support in the appropriate folder for reference.

• Minimize days outstanding of receivables
• Proactively identify and re-invoice customers who evidence gaps in their payment pattern as a result of not having a record of certain invoices.
• Review account status to identify delinquent accounts.
• Initiate correspondence with the customer through written letters, calls, and follow-up when necessary.
• Build and understand these relationships for maximum effectiveness in meeting SEM’s financial goal of collecting AR as soon as possible.
• Review customer disputes and follow the proper collection procedures.
• Manage the RMA process
• Request return orders to be entered in SAP for the purpose of clearing invoices billed for damaged product.
• Ensure supporting documentation is accurate and contains necessary 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.
• Maintain Customer Relationships
• Complete questionnaires received from external auditors for information on individual customer accounts as requested.
• Send reminder notices to customers when invoices are skipped.
• Respond to customer requests for invoice copies or delivery documentation.
• Utilize customer portals for customer account follow-up, invoice status, past due requests, etc.
• Continuous Improvement
• Drive continuous improvement efforts by identifying and eliminating wasteful activities.

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

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

This position is sedentary in an office setting.

• 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