Administrative Support Assistant - First Shift 9:00am-5:30pm

Description:

Job Summary

The Invoicing Administrator provides overflow resource support to a variety of different teams based on business demand. Primary responsibilities include customer invoicing, A/R collections, freight billing, RMA processing, office and operations supply purchasing, customer info requests, order entry support, document record keeping services and reception.

Essential Job Functions

Invoicing and Accounts Receivable/Accounts Payable

· Prepare invoicing for orders, review for accuracy, unit cost, terms, freight charges, etc., and post to general ledger.

· Email customer invoices using LOGICITY software, customer portals and standard mail.

· Process credit card payments through FIRST DATA software accurately and efficiently.

· Manage outstanding invoices &interact with customers regarding collections following the A/R collections process for accounts less than $5,000.

· Provide timely and accurate payment and account standing information to CSRs.

· Collect and initiate credit reference checks on prospect customers. Upon approval, set-up new customers in Customer Relationship Management system (CRM).

· Researches billing issues, creates and processes Return Material Authorization (RMA).

· Process and code parcel invoices and forward to Logistics Supervisor.

Workflow Documentation Scanning Process

· Scan Customer Service Acknowledgement, work order travelers, drawings, pack slips, certificate of conformance, bills of lading, and invoices; and uploads to G drive.

· Scans accounts payable documentation, vendor pack slips, receiving and inspection tags, certificate of conformance, and bills of lading.

· Reviews and scans stock work orders to appropriate folders.

· Collect missing documents from appropriate team members.

Answer and route incoming phone calls with efficiency and professionalism.

Receptionist

• Greet incoming facility visitors and provide coordination and standard documentation for their visit.
• Answer and route incoming phone calls with efficiency and professionalism.
• Provide general facility information to visitors and callers.
• Receive incoming mail for facility and distribute to appropriate individuals.
• Oversee office supply inventory and prepare order for purchasing team. Manage ordering process to support demand.
• Perform additional tasks and responsibilities as required.

Requirements:

Education & Qualifications

· Prior order entry or data input experience is required.

· Accurate and efficient typing skills are required.

· Previous customer communication experience is required.

· Prior cash balancing experience is required.

· Prior collections experience is preferred.

· A high school diploma with at least 2 years administrative experience, and/or an equivalent combination of education and experience is required.

EEO Statement: It is the policy of The Gund Company to recruit, hire, train, and promote employees without discriminating based on race, gender, age, religion, national origin, veteran status, sexual preference, or disability.

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by those assigned to a particular position. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required and personnel may be required to perform duties outside their normal responsibilities from time to time, as needed.

HR use only

Last Revised:

2/2020

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