Office Administrator/ Sales Support - Atlas Tool Works

TITLE: A/R SPECIALIST DEPARTMENT: OFFICE
REPORTS TO: PRESIDENT STATUS: NON-EXEMPT
POSITION SUMMARY
Performs accounting function for organization, works with outside auditors and maintains files. Provides support for sales and management team. Performs billing, maintains customers in system, applies cash receipts and maintains accounts receivables accuracy. Performs all collections activities. Performs all work in accordance with established operating procedures.
ESSENTIAL FUNCTIONS
Accounts Receivable
1. Answers phones, e-mails and faxes and directs to appropriate personnel.
2. Prepares and reviews outgoing invoices to customers on a daily basis;
3. Gathers and sorts documents and related information; establishes priority of work.
4. Researches and solves payment discrepancies, make necessary adjustments to customer accounts.
5. Applies customer payments, including processing credit card payments; debits/credits, maintains paid invoice files.
6. Performs collection duties; makes collection calls and send out past due notices
7. Create and maintains excel spreadsheets to track late payment status, collection efforts and results.
8. Create weekly expected cash receipts forecast based on invoice dates, customer terms, and payment history.
9. Answers credit inquiries from customers.
10. Assists in week & month-end close.
11. Maintains office files including past due accounts and customer hold.
Account Manager Assistant
12. Manages customer service function by answering customer questions and communicating with customer regarding order status, tracking, pricing, credits and referrals, etc. Provide minor support and route complaints to others
13. Process, modify or cancel orders in accordance with standard procedures and enter data into ERP system.
14. Oversee, obtain, update and maintain NAFTA documents & certifications and other export documentation.
15. Maintains blanket order schedules and coordinates blanket order activities with account managers.
16. Prepares, maintains, updates and balances weekly salesmen reports.
17. Oversees new customer processing; performs credit reference checks; verifies PO, pricing, freight and delivery; enters new customers into system; sets up and maintains tax exempt information.
18. Arranges pick-ups and deliveries and communicates with shipping and customers and add charges to invoice.
19. Prepares report and informs account manager regarding all past due accounts.
20. Provide administrative support to sales and/or management team.
Global
1. Provides executive administrative assistance to President
2. Provide backup for other front office personnel.
3. Keep work area neat and orderly.
4. Receives, understands and follows all written and oral instruction.
5. Communicate all concerns and other work related issues to supervisor.
6. Complete all paperwork associated with position.
7. Comply with all company policies and procedures including safety and attendance requirements.
8. Other duties required to meet company needs as assigned by supervisor.
MINIMUM SKILLS & ABILITIES
1. High school diploma or general education degree (GED); or one to two years related experience and/or training; or equivalent combination of education and experience.
2. Speaks clearly; listens and gets clarification; responds well to questions; maintains confidentiality.
3. Bi-Lingual (Spanish) preferred but not required.
4. Excellent phone etiquette.
5. Writes clearly and informatively; edits work for spelling and grammar.
6. Basic Math Skills Required.
7. Ability and willingness to become notary for company.
8. Attention to detail; organizational and time management skills required.
9. Knowledge of Microsoft Office, accounting and ERP/MRP software required.
MINIMUM PHYSICAL REQUIREMENTS
1. Typical office environment.
2. Sedentary position; frequent standing and walking.
3. Use of hands, arms and fingers 100% of the workday.
4. Use of eyes 100% of the workday; 20/40 vision with or without correction required.
5. Ability to lift and carry up to 20 pounds occasionally.