Accounts Receivable Administrator

Accounts Receivable Administrator

The Accounts Receivable Administrator provides administrative and operational support to the Accounts Receivable department by maintaining customer master data, processing approved customer transactions, supporting payment processing, generating reports, maintaining departmental records, and assisting with customer account maintenance and cleanup activities. This position works closely with the Accounts Receivable team to ensure accurate records, efficient workflows, and excellent internal and external customer service.

Duties & Responsibilities

Customer Master Administration

• Create and maintain customer master records in SAP.
• Set up new customer accounts and Ship-To locations.
• Update customer information as authorized.
• Ensure customer master data is accurate and complete.

Credit & Debit Memo Administration

• Process approved credit memos and debit memos.
• Verify required supporting documentation before processing.
• Maintain organized records of all processed transactions.

Credit Card Processing

• Process customer credit card payments.
• Retrieve payment information from Clover and other approved payment platforms.
• Post credit card payments in SAP.
• Maintain supporting payment documentation.

Bank & Administrative Support

• Posting desktop and counter deposit cash.

Billing & Administrative Support

• Monitor and manage the FSI Billing mailbox.
• Assist with billing-related administrative requests.
• Prepare, organize, and distribute customer documentation.
• Maintain Accounts Receivable forms and departmental files.

Reporting & Documentation

• Generate standard SAP reports and customer statements.
• Retrieve invoices, proof of delivery, credit memos, payment documentation, and other supporting records.
• Assist with audit requests and document retention.

Customer Account Support

• Assist with customer account research, reconciliation, and cleanup activities as assigned.
• Gather supporting documentation needed to resolve customer account discrepancies.
• Support legacy account cleanup projects and data accuracy initiatives.
• Assist the Accounts Receivable team with special projects related to account maintenance.

General Administrative Responsibilities

• Perform accurate data entry.
• Maintain organized electronic and paper files.
• Support departmental process improvements.
• Perform additional administrative duties and special projects as assigned.

Records management & Document Retention

• Prepare, organize, and maintain records for off-site storage in accordance with company document retention policies.
• Assemble, label, and prepare archive boxes for transfer to VeriTrust or the company's approved records management provider.
• Apply the company's approved file naming conventions and indexing standards to ensure records are accurately identified, organized, and easily retrievable.
• Verify that all documentation is complete, properly categorized, and ready for archival.
• Maintain archive logs and assist with the retrieval of stored records as requested.
• Support document retention, records management, and departmental cleanup initiatives.

Education & Experience

• High school diploma or equivalent required; Associate's degree in Accounting or Business preferred.
• One to three years of administrative, accounting, or Accounts Receivable experience preferred.
• SAP experience highly preferred.
• Proficiency in Microsoft Excel, Outlook, and Word.
• Strong organizational, communication, and customer service skills.
• Excellent attention to detail and accuracy.
• Ability to prioritize multiple tasks in a fast-paced environment.
• Ability to maintain confidentiality and exercise sound judgment.

Skills & Abilities

• SAP ECC or SAP S/4HANA highly preferred
• Microsoft Office Suite
• Clover or similar payment processing systems
• Customer master maintenance
• Document management
• Billing support
• Accounts Receivable administration

Physical Requirements

• Ability to sit for extended periods while working on a computer.
• Occasionally lift up to 20 pounds.
• Ability to communicate effectively with customers and coworkers.