Accounting Administrator

Overview This position is primarily responsible for analysis, reporting, and system troubleshooting. The role serves as a super-user in the Vistex and Blue Planner system and provides relevant reporting to the sales team on deductions that have been processed. The role will calculate Brokerage monthly and act as a back up to team members including the Accounting Administrator and Credit & Collections Coordinator. The position works with sales, pricing, customer service, and the accounts receivable team to review escalated deductions that need analysis. Proactively supports all company needs. Organizational Relationships This position reports to the AR Accounting Team Leader. Peer occupations in the company include Accounting Coordinators, Pricing Analysts, and Credit and Collections Coordinator. Position Responsibilities & Duties Manage deductions on customer accounts. Ensure deductions are addressed in a timely manner and follow up with the sales team as needed when support from customers, brokers, or sales is insufficient. Verify that supporting documentation is accurate and includes required approvals to resolve claim issues. Contact the appropriate internal stakeholder to obtain detailed claim support for credits issued due to damaged product billed in error, including return material authorization (RMA) reconciliation, proof of delivery (POD) requests, and filing claim disputes as required. For escalated deductions requiring higher‑level review and analysis, determine the validity of the deduction and work with the customer or broker to recover repayment when deductions are deemed invalid. Collaborate with the pricing team to improve the accuracy of pricing conditions and reduce unnecessary deductions. Support the deductions coordinator in resolving issues as they arise. Build and maintain strong relationships with internal and external customers to ensure continued focus on achieving trade funds and deduction targets. Proactively identify deduction trends and assist in implementing process improvements to prevent invalid deductions. Manage Brokerage Monthly and maintain system rules to ensure brokerage calculations are accurate, compliant, and aligned with current agreements. Calculate monthly brokerage amounts and any required brokerage adjustments in a timely and precise manner. Compile, review, and distribute complete supporting documentation to brokers to substantiate monthly brokerage payments. Proactively troubleshoot and resolve brokerage payment issues as they arise, collaborating with internal teams and brokers to ensure timely and accurate resolution. Serve as a champion of the Vistex and Blue Planner systems and develop an understanding of these systems. Attend relevant training classes to further develop Vistex setup and methodology and assist in the implementation of Blue Planner. Assist with submitting tickets and follow-up on tickets as needed. Serve as a Vistex/Blue Planner champion by providing support for other team members. Support team members by actively cross‑training with cash posting and collections functions to strengthen team coverage and continuity of service during absences, peak workloads, or transitional periods. Drive continuous improvement by identifying and eliminating wasteful activities. Contacts Internal contacts are most typically in sales, customer service, and logistics. External contacts include customers, brokers, buyers, and auditors. Scope of Authority Assignments to this position are typically outlined; work in progress is reviewed occasionally. Completed work is reviewed periodically. Essential Skills Traits and Abilities: Drives continuous improvement Excellent communication and interpersonal skills with a customer service focus Dedicated team player Ability to manage projects and work under deadlines Strong analytical skills with the ability to analyze and interpret written business/statistical data Strong understanding of accounting transactions Excellent organizational skills and ability to multi-task Positive/encouraging attitude and ability to work well with others Works independently on assignments of standard difficulty Serves as an HPWP champion Related Experience/Educational Level: 2+ years’ experience in Accounting Bachelor’s degree in Accounting is preferred Proficiency in MS Excel and Word History of driving continuous improvement projects Licenses/Certifications: None required 8:00 am - 5:00 pm Monday through Friday Tuesday, Wednesday and Thursday required in office Mondays and Fridays are flex days #J-18808-Ljbffr