Accounting Administrator

Position Purpose

This position is primarily responsible for analysis, reporting, and system troubleshooting. This position will also serve as a super-user in the Vistex and Blue Planner system and will provide relevant reporting to the sales team on deductions that have been processed. This position will calculate Brokerage monthly as well as serve as a back up to team members including Accounting Administrator and Credit & Collections Coordinator.

This position will work with sales, pricing, customer service, and the accounts receivable team to review escalated deductions that need analysis. Proactively supports all company needs.

II. Organizational Relationships

This position reports to the AR Accounting Team Leader. Peer occupations in the company include Accounting Coordinators, Pricing Analysts, and Credit and Collections Coordinator.

III. Position Responsibilities & Duties

Manage Deductions on Customer Accounts

• Ensure deductions are addressed in a timely manner and follow up with the sales team as needed when support from customers, brokers, or sales is insufficient. Verify that supporting documentation is accurate and includes required approvals to resolve claim issues. Contact the appropriate internal stakeholder to obtain detailed claim support for credits issued due to damaged product billed in error, including return material authorization (RMA) reconciliation, proof of delivery (POD) requests, and filing claim disputes as required.
• For escalated deductions requiring higher-level review and analysis, determine the validity of the deduction and work with the customer or broker to recover repayment when deductions are deemed invalid.
• Collaborate with the pricing team to improve the accuracy of pricing conditions and reduce unnecessary deductions.
• Support the deductions coordinator in resolving issues as they arise.
• Build and maintain strong relationships with internal and external customers to ensure continued focus on achieving trade funds and deduction targets.
• Proactively identify deduction trends and assist in implementing process improvements to prevent invalid deductions.

Manage Brokerage Monthly

• Maintain and update system rules to ensure brokerage calculations are accurate, compliant, and aligned with current agreements.
• Calculate monthly brokerage amounts and any required brokerage adjustments in a timely and precise manner.
• Compile, review, and distribute complete supporting documentation to brokers to substantiate monthly brokerage payments.
• Proactively troubleshoot and resolve brokerage payment issues as they arise, collaborating with internal teams and brokers to ensure timely and accurate resolution.

Serve as a champion of the Vistex and Blue Planner systems.

• Develop an understanding of the Vistex and Blue Planner systems.
• Attend relevant training classes to further develop our Vistex set-up and methodology as well as assist in the implementation of Blue Planner.
• Assist with submitting tickets and follow-up on tickets as needed.
• Serve as a Vistex/Blue Planner champion by providing support for other team members.

Support Team Members

• Actively cross-train with cash posting and collections functions to strengthen team coverage, promote knowledge sharing, and ensure continuity of service during absences, peak workloads, or transitional periods.

Continuous Improvement

• Drive continuous improvement efforts by identifying and eliminating wasteful activities.

IV. Contacts

Internal contacts are most typically sales, customer service, 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.

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.
• Strong understanding of accounting transactions.
• Excellent organizational skills and must have the ability to multi-task.
• The ability to work well with others with a positive/encouraging attitude.
• Works independently on assignments of standard difficultly
• Serves as an HPWP champion.

Related Experience/Educational Level:

• 2+ years' experience in Accounting
• Bachelor's degree in Accounting is preferred.
• Proficiency in MS Excel and Word
• History of driving continuous improvement projects.

Licenses/Certifications:

None required

1st hours: 8:00 am - 5:00 pm
Monday through Friday
Tuesday, Wednesday and Thursday required in office
Mondays and Fridays are flex days