Accounting Specialist - Hiring Urgently

Position overview:

The Accounting Specialist is responsible for direct communication with customers via telephone and email. Duties include daily transmission of invoices to customers, reviewing and processing credit memos, and reconciling customer receivable balances. Responsible for reviewing receipts and allocating payments to specific transactions, as well as processing and monitoring payments and expenditures. Additionally, this position serves as a liaison between sales and internal departments, facilitating the quoting and processing of orders for Residential/SEB & HVAC departments

Essential duties and responsibilities:

• Process all deposits, incoming wires, post payments, and process credit card payments.
• Create, code and post invoices; e-mail/mail documents with proper backup to customers both domestic and international - to expedite payments.
• Maintain accurate customer files and jobs setup.
• Process collection activities of current, past due and delinquent accounts.
• Complete payments and control expenses by receiving, processing, verifying, and reconciling invoices
• Review/ release accounts based on credit standing (pay cycle, over credit limit, etc).
• Process payments and reconciliations and verify same in subsidiary ledgers.
• Maintain A/P files including: unpaid invoices, paid invoices, permanent vendor files.
• Manage new vendor setups including W-9 forms from vendors, process credit applications as needed.
• Update customer profiles in our system. Register on vendor/ third-party web sites as required in order to conduct business with certain customers. Evaluate credit risks of new customers and follow through with credit references using our contracted credit company.
• Register/maintain vendor web sites to remain current and compliant.
• Confirm orders and keep track of CIA and COD orders/payments/wires. Keep track of ship dates and any "CIA and COD" payments, which may involve holding back shipments due to credit issues.
• Assist accounts payable in matching purchase orders with receivers, and entering vendor invoices.
• Produce monthly commission reports and monthly bank reconciliation of deposits.
• Generate aging reports, collection calls and e-mails, and resolve any payment disputes.
• Open and distribute incoming and outgoing mail. Prepare/track shipments through UPS/ Fedex when necessary
• Maintain excellent communication and relationships with vendors and employees.
• Escalate issues as appropriate and bring to management’s attention with recommendation
• Manage commissions by determining which invoices are eligible to be paid. Sort invoices by sales/territory. File monthly commission documents

 Qualifications:      ·   

• Associated Degree in Account required, Bachelors preferred.
• 3-5 years billing/sales order entry experience. Manufacturing industry experience is a plus.
• Strong customer service skills.
• Strong time managements skills, including organization, prioritizing and being able to manage multiple projects.
• Excellent interpersonal, written and communication skills
• Strong team player with good analytical skills, paying attention to details and ability to be self-motivated.
• Strong skills in Word, Excel, and Outlook.
• Intermediate skills in ERP MRP system accounting software (Genius preferred).