Accounts Receivable Administrator

DESCRIPTION

Under the general supervision of the Accounting Supervisor, the Accounts Receivable Administrator is responsible for verifying and scanning invoices, reconciling cash and posting customer payments, providing backup documents and support to customers, and handling collections.

ESSENTIAL ATTRIBUTES

  • Must be detail-oriented with strong organizational skills
  • Must be able to multi-task in a busy, fast paced environment.
  • Must have drive, ambition and desire
  • Must have strong interpersonal and communication skills
  • Must be able to execute and complete projects timely and achieve the desired targets/goals

REQUIREMENTS

  • Preferred 2+ years of accounts receivables experience..
  • Must be able to quickly process detailed invoicing information in a high transaction environment.
  • Intermediate user:  Personal Computers (Google Suite Products, Adobe, etc.)
  • 10-key accuracy and speed. 
  • Excellent problem solving, analytical and thinking skills.
  • Excellent communication skills (verbal, written).
  • Enjoy working with other people in a close proximity environment

ESSENTIAL DUTIES AND RESPONSIBILITIES

  • Invoicing
    • Prepare customer delivery route paperwork for scanning
    • Verify that all adjustments at delivery were entered into the system correctly
    • Verify that all invoices have signatures acknowledging receipt of goods
    • Scan customer invoices into Produce Pro system
    • Maintain daily billing summary for missing and incomplete invoices
    • Collaborate with the sales team and dispatch to resolve any billing or delivery discrepancies
    • Maintain organized customer invoice records to support audit requirements
  • Cash Application
    • Provide excellent customer service while assisting with phone and email requests
    • Reconcile daily COD (collect on delivery) transactions and prepare cash deposits
    • Record payments from all sources (ACH, lockboxes, bank drafts, portals, etc.) to customer accounts
    • Record and remote deposit scan all checks received at the office
    • Record non-AR payments to correct GL (general ledger) account
    • Identify small balance under and overpayments during payment application and write-off
    • Identify obvious payment discrepancies like short payments and overpayments and resolve
    • Contact customers when necessary to determine proper payment application or to request supporting documents for payment discrepancies
    • Work closely with customers to correct payments issued to and/or remittances sent to the wrong company division
    • Work closely with customers to eliminate checks being mailed to our corporate office
    • Research and resolve all unapplied payments timely
    • Research checks reported issued by customers that are not applied to their account
    • Research and resolve any disputed payment application errors
    • Prepare customer refund requests and gather proper approvals
    • Record payment returns and notify sales representative to collect
    • Collaborate with staff accountants to ensure all entered payment batches match bank reconciliation for period end
    • Maintain organized filing of all documentation to support audit requirements
  • Collections
    • Provide excellent customer service while assisting with phone and email requests
    • Review aging reports to identify which accounts to target
    • Contact customers via email and phone to request payment for past due balances
    • Provide backup to the customer to help facilitate payment (signed invoice copies, signed bills of lading, statements, etc.)
    • Identify, document, and resolve internal issues that are delaying payment (pricing, unreported product shortages or quality issues, non-receipt of invoices, etc.)
    • Research and resolve any invoice discrepancies, short payments, duplicate or double payments, and credits not taken
    • Maintain detailed records of customer contact made or attempted and all payments collected
    • Work with delinquent customers to negotiate a payment plan to collect balance in installments if customer states inability to pay entire amount owed
    • Draft and send written correspondence regarding account standing to customers with continued unresolved balances including demand letters for accounts exhibiting inaction
    • Collaborate with sales team to assist when initial collection efforts are not successful
    • Identify accounts uncollectible, request management approval, and submit to third-party collections agency
    • Ensure that customer contacts in system are kept current and correct
    • Respond to credit reference inquiries
    • Enter approved adjustments and credits
    • Analyze any credit balance accounts to determine if a refund should be processed
    • Recommend adjusted credit terms and credit limits based on risk level
    • Work to meet and exceed company past due KPI targets
  • Process petty cash reconciliation
  • Maintain various reports/spreadsheets
  • Assist with customer setups
  • Assist with maintaining customer master records
  • Perform other accounting duties or special projects as requested by management

EXPECTED PERFORMANCE STANDARDS

Physical Demands

The physical demands described here are representative of those that must be met

by an employee to successfully perform the essential functions of this job. Reasonable

accommodations may be made to enable individuals with disabilities to perform the

essential functions. An employee should contact his or her Supervisor or the

Employee Relationships and Development Department if he or she believes that an

accommodation is needed.

While performing the duties of this job, the employee is regularly required to follow

all office environment physical demands.

 

Work Environment and Environmental Conditions:

The work environment characteristics described here are representative of those an

employee encounters while performing the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to

perform the essential functions:

  • Work environment is usually fast paced with frequent short deadlines and regular

instances of critical or unusual situations requiring a high level of adaptability and

flexibility.

  • Field of work includes offices, the refrigerated warehouse and surrounding

grounds.

  • Limited hazards due to visits to warehouse and surrounding areas.

YOU'RE GOING TO LOVE WORKING AT CAPITOL CITY PRODUCE, BECAUSE YOU WILL:

Know what you can do to grow! Receive clear and consistent communication on goals and performance to help you thrive.

Receive real-time pay! Have access to your compensation daily!

Feel valued as an employee! At Capitol City Produce, relationships matter, and that includes how we treat our team members.

Take pride in your workplace! Be part of a proven, stable company that's been growing for over 70 years!

Be encouraged to contribute to company success! Your commitment to excellence can make a difference

Capitol City Produce is a wholesale produce distributor, located at 1-12 and O'Neal Lane in Baton Rouge. We service our customers with fresh fruits and vegetables, local produce, specialty produce, and fresh dairy products. Our delivery area encompasses a 200 miles radius of the Baton Rouge area. We are proud to say that for over 70 years we have remained true to our company’s core values of Customer Service, Quality Products, Respect for the Team, and Integrity.