Accounts Receivable Coordinator

Accounts Receivable CoordinatorBrief Description
POSITION SUMMARY
Responsible for performing accounts receivable tasks related to collecting payments from customers. This includes maintaining accurate customer correspondence files and corresponding with customers about their account.
Detailed Description
ESSENTIAL JOB FUNCTIONS:
1. Responsible for collection duties on all assigned accounts with the objective of ensuring payments are received within contracted terms (This includes short pays, open invoices, aged balances, finance charges etc.).
2. Mails monthly statements, downloads reports and e-mails electronic statements as needed.
3. Reviews customer aging and trend reports throughout the month proceeding with necessary collection steps to ensure timely payment.
4. Researches past due invoices which appear on the aging report and mails collection letters to customers, when applicable, and includes copies of past due invoices.
5. Follows up with phone call/second mailing if necessary and refers uncollectible accounts to the Shared Services Center (SSC) Management for collection aging or bad debt write-off.
6. Processes approved adjustments and write-offs and maintains a detailed record of correspondence and all actions.
7. Processes partial pays according to procedures. Reviews partial payment notices daily and takes appropriate actions for resolution. Ensures all payments are applied correctly. Contacts the customer to obtain the reason for partial payment and takes appropriate actions.
8. Works directly with customer on invoice discrepancies. Communicates and reviews pricing discrepancies to contracts team, shipping discrepancies to customer service or warehouse teams to assist with timely processing of appropriate credits. Relays credit outcome to the customer and continues with collection efforts as needed.
9. May assist in generating reports which include but are not limited to: Daily Activity report, Accounts Receivable (AR) aging report, Partial Payment report and Payment on Account (POA) report.
10. Reviews accounts receivable reports based upon established guidelines and takes appropriate actions.
11. Reviews applied cash to accounts (POA), researches miss-postings and locates customer remits to correct accordingly. Communicates findings with the home office.
12. Monitors credit hold screens in EDGE consistently throughout the day. Contacts customers for payment information and makes recommendation to the appropriate Credit Manager on disposition of the order.
13. Negotiates payments schedules and approved settlements with customer. This will pertain to all invoice balances inclusive of finance charges-escalating up the chain-of-command as needed.
14. Utilizes multiple internal systems such as: Oracle, OMAR, Edge, OM Direct, OM Live, Business Objects, On Demand and I-Receivables and external systems such as: bank websites, internet search engines and Plug-N-Pay.
15. Communicates and coordinates collection efforts with SSC management, sales force, credit management and other managers deemed necessary and appropriate.
16. Monitors assigned accounts to ensure payments are received an applied.
17. Performs other clerical duties as required including filing, data entry, typing, etc.
18. Participates on conference calls and attends customer meetings as needed.
19. May assist with new account set-ups with appropriate documentation and authorization.
SUPPLEMENTAL JOB FUNCTIONS:
1. Confers with customers to explain types of payment options available.
2. Files credit applications after credit department approves or disapproves credit.
3. Checks references by phone or form letter and notifies customer of acceptance or rejection of credit.
4. Answers credit rating requests from banks and credit bureaus.
5. Processes all credit card transactions and ensures all payments are posted correctly to the accounts.
6. May assist retrieving and sending Payment-On-Demand (POD) requests to customers. May call vendors for shipping information
Job Requirements
Qualifications
EDUCATION & EXPERIENCE REQUIRED:
1. High School Diploma or equivalent, required.
2. Minimum, one (1) to three (3) years of work experience in accounts receivable and/or credit/collections, call center or a related discipline/work environment, required.
KNOWLEDGE SKILLS & ABILITIES:
1. Basic knowledge of general accounting, collections and/or credit processes.
2. Basic knowledge of Microsoft Office Tools including: Excel, Word and Outlook.
3. Ability to following instructions for implementing accounts receivables/credit procedures.
4. Ability to effectively speak to supervisors, teammates or customers or others and convey information by phone, in written form, by email or in person.
5. Ability to accurately document information in files, reports or other forms of communication.
Additional Details
Work Environment
EQUIPMENT, TOOLS & WORK AIDS
1. General office equipment (Telephone equipment, desktop computer, calculator, file cabinets, pens, pencils, copy machine, fax machine, manuals, schedules, statements and reports) and various accounting software.
WORKING CONDITIONS AND ENVIRONMENTAL HAZARDS
1. Inside working conditions.
2. No environmental hazards indicated for this classification.

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