AR Administrator 4

Summary:

Provides administrative support in the collections process. Prepares outstanding accounts reports and gathers credit and/or reference information. Maintains database by entering, updating, and retrieving data, as well as formatting and generating reports. Assists in resolution of outstanding invoice problems from past due accounts. Responds to inquiries from customers or external collection resources. May place calls or send messages to those with unresolved issues.

Duties & Responsibilities:

Data Analysis and Reporting
Provide Daily /weekly reporting (metrics recorded) for:
All past due balances that are 5, 10, and 15 days past due
All past due balances that are 30, 60, and 90 days past due
All debit balances beyond 10 days past due and exceeding $50K
All credit balances aged beyond 30 days
Possess analytical skills to quickly and accurately follow information making sound business decisions
Ensure that reporting is accurate and detailed
Log all relevant comments/actions for an account into the accounting system on a timely basis
Investigate and resolve over and short payments, disputed items, and unapplied payments, working with Accounting when needed Customer Service & Negotiation
Contact customers regarding debit and credit balances beyond due date
Contact customers as needed in the event cash in advance arrangements for related sales order details
Communicate with both the external and internal customer to investigate and resolve debit and credit balances
If necessary, provide documentation to the customer to assist in the explanation of balances to customers
Transmit invoices to customers as needed and requested
Prompt and courteous responses to all requests
Communicate potential Credit hold to Customer, sales representative and business managers.
Past Due & Balance Management
Call / Email customers to get payment update on past due invoices
Notify sales of any accounts with ongoing issues leading to potential credit hold status
Advise management of any concerns regarding potential cash flow issues
Know when to apprise management and sales to escalate the collection process and prevent holds
Report immediately to notices regarding EFT returns, check returns, stop payments, etc.
Communicate and resolve with operations/sales any invoicing transaction failures
Ownership of front-line collections with knowledge and understand of the appropriate time to escalate to the AR Manager
Execute Dunning process for highly delinquent customers
Initiative
Embrace and execute the vision, goals, and expectations of the department and role
Recognize when plans should change to achieve goals and execute a process for success
Understand which goals or tasks can be rearranged to attend to more urgent concerns and execute appropriately
Recognize when additional training could enhance performance skills and be willing to own personal and professional growth
Evaluate performance during the day and makes appropriate adjustments to achieve daily, weekly, monthly, and yearly goals
Develop prevention strategies to eliminate problems before they occur
Plan before acting to ensure that the most successful process is utilized
Review work before submitting it
Focus on team goals and successes, not just individual goals and successes
Additional Responsibilities as Required
Always communicate clearly with respect and courtesy, both verbally and written, with correct grammatical usage
The ability to customize communications and processes relative to both internal and external customers
Willingness to take additional training as suggested by management
Willingness to invest additional time to achieve goals
Identify and focus on the actions and steps that are within his/her control to achieve success
Prioritize work each day so that the most important tasks are completed

Pre-Requisites / Skills / Experience Requirements: