Description
The Accounting & Order Processing Specialist performs a variety of Accounts Payable (AP), Accounts Receivable (AR), customer sales order processing, data entry, financial account posting, and record maintenance functions. This position reviews information for accuracy, determines appropriate procedures, researches and resolves discrepancies, and provides timely support to customers, vendors, Sales, and other internal departments.
The ideal candidate is highly organized, detail-oriented, accurate, self-motivated, and able to manage multiple priorities in a fast-paced environment with limited supervision.
Requirements
Key Responsibilities
Accounts Receivable
- Assist with the timely collection of outstanding accounts receivable balances.
- Monitor A/R aging weekly and identify past-due and delinquent accounts.
- Identify and follow up on short payments and unresolved customer balances.
- Process and resolve customer short payments, claims, deductions, and account discrepancies.
- Generate customer invoices and billings.
- Review and prepare customer A/R aging reports.
- Research and reconcile customer accounts and payment discrepancies.
- Identify root causes of recurring payment issues and trends.
- Resolve past-due invoices and customer claims in a timely and professional manner.
- Set up new customers, including obtaining required documentation, conducting reference checks through D&B, and obtaining appropriate credit approval limits.
- Assist Sales and customers with questions regarding accounts, products, pricing, services, invoices, and payments.
Accounts Payable
- Process vendor bills, invoices, purchase orders, and other accounts payable information in accordance with company policies and procedures.
- Enter financial information accurately into the accounting system from source documents.
- Review and reconcile vendor invoices to purchase orders and supporting documentation.
- Verify data entered through appropriate review and system procedures.
- Research and resolve discrepancies between purchase orders, invoices, receiving records, and other supporting documents.
- Maintain accurate and organized AP records and documentation.
Customer Order Processing & Customer Service
- Process customer sales orders accurately and efficiently.
- Ensure customer orders are processed and shipped on schedule.
- Send order confirmations and communicate order details to customers.
- Maintain an in-depth knowledge of products, pricing, availability, and services offered.
- Inform customers of changes to order expectations, availability, shipping schedules, or other relevant information.
- Provide customers with shipping estimates and updates.
- Coordinate with the Sales, Shipping, Warehouse, and other departments to ensure orders are completed accurately and on time.
- Follow up with the Sales Team regarding customer questions, concerns, and issues.
- Investigate and respond to customer and interdepartmental inquiries promptly and professionally.
- Maintain positive and effective relationships with both internal and external customers.
- Flexibility to take on additional assignments as needed
- On-Call every other weekends.
Reporting, Records & Administrative Support
- Prepare monthly Sales and Rejections Analysis Reports for distribution to upper management.
- Maintain and update scheduling calendars.
- Establish, maintain, and update files, records, and other business documents.
- Assist with inventory-related projects, reports, and reconciliations.
- Assist the organization with other accounting, administrative, operational, and data-related activities as needed.
- Contribute to improving departmental processes, documentation, reporting, metrics, and overall efficiency.
- Identify opportunities to improve processes and develop more scalable and effective procedures.
Knowledge, Skills & Abilities
- Exceptional attention to detail and a high level of accuracy are required.
- Strong organizational and time-management skills.
- Excellent analytical and problem-solving abilities.
- Ability to research issues, identify root causes, and develop appropriate solutions.
- Excellent written and verbal communication skills.
- Strong customer service and interpersonal skills.
- Ability to establish and maintain effective working relationships with coworkers, management, customers, vendors, and the general public.
- Ability to work independently with limited supervision while also functioning effectively as part of a team.
- Self-motivated with strong initiative and a willingness to improve processes and resolve issues.
- Ability to prioritize multiple tasks and meet deadlines in a dynamic, multitasking environment.
- Exceptional organizational and record-keeping skills.
- Excellent note-taking and documentation skills, including maintaining clear records of tasks performed and issues resolved.
- Ability to handle confidential information with discretion and professionalism.
- Strong general computer skills and proficiency with Microsoft Office, particularly Excel.
- Ability to learn and utilize new accounting, order processing, and business systems quickly.
- Regular and professional use of telephone and email for internal and external communication.
- Ability to understand and utilize financial systems, accounting reports, and operational reports.
Qualifications
- 3–5 years of related accounting experience.
- Proficiency with QuickBooks is required.
- Proficiency with Microsoft Office, particularly Excel, is required.
- Experience with Accounts Payable and Accounts Receivable functions.
- Experience with customer order entry, invoicing, and customer service.
- Strong data entry skills with a high degree of accuracy.
- Strong verbal and written communication skills.
- Ability to analyze information and reconcile discrepancies.
- Ability to learn new systems and procedures quickly.
- Strong organizational skills and attention to detail.
- Ability to work independently and manage multiple responsibilities.
- Other duties as assigned.
Benefits
- Simple IRA
- Health Insurance
- Dental Insurance
- Vision Insurance
- Life Insurance
- Paid Vacation
