Accounts Administrator

PRIMARY FUNCTION :

Administers the established company credit, collection, and customer service policies and procedures for an assigned territory or designated block of customer accounts.


ESSENTIAL DUTIES:

A. Maintains responsibility for applying the company's credit and collection policies, practices, and procedures to the credit requirements of accounts in an assigned territory of the company, within specified dollar limits or normal credit lines.


B. Carries out the established program for the follow-up and collection of accounts receivable.

Time Spent = 70%

- Maintains controls of all assigned accounts receivable.

- Personally handles collections or takes other action as required.

- Discusses delinquent accounts with Credit Manager and sales personnel.

- Calls on customers with sales personnel to assist in arranging special repayment schedules.


- Refers unusual or difficult collection cases to the Credit Manager, with complete details and recommended additional action.


- As required, obtains approval from the Credit Manager on the acceptance of notes, compromise settlements, partial payments, time extensions, reserve requirement and the charge-off of uncollectible accounts.


- Arranges for forced collections and the filing of suits or bankruptcy claims against assigned accounts, and furnishes complete information to representatives.


- As delegated, represents the company in small claims proceedings, creditors' meetings, and bankruptcy proceedings.


- Administers the processes and procedures relating to recorded contracts, use of collateral, insurance claims, interest charges, lien instruments, etc. for assigned accounts.


- Takes appropriate action on:

Collection irregularities (such as payment discrepancies and unearned discounts).

Adjustments (shipment errors, etc.)

Customer complaints and inquiries.


- Administers collection correspondence sent to assigned accounts.


C. Extends credit to customers in accordance with established credit policies, practices, and procedures.

Time Spent = 20%


- Analyzes requests for credit and plans investigations to be performed personally or by others.

- Investigates and analyzes present and prospective customers.

- Reviews files, reports, and financial statement analyses of prospective customers.

- Makes field contacts and further investigations when necessary.

- Evaluates, and approves or rejects, the credit risks.

- Discusses with the Credit Manager, when necessary, questionable or special applications for credit.

- Establish credit limits on new accounts.

- Prepares and issues necessary credit instructions and confirmation letters and makes all credit arrangements.

- Submits credit recommendations beyond position authority to the Credit Manager, with all necessary reports, data, and analyses.

- As directed, prepares special credit agreements affecting assigned accounts, subject to approval of counsel.

- Supervises the processing of customer's orders and contracts for credit approval.

- Personally handles all marginal and special problem accounts.

- Reviews and revises existing credit limits on accounts.

- Administers all clerical functions pertaining to assigned accounts.


D. Prepares and submits monthly operating reports to the Credit Manager on the activity and progress of assigned accounts, the status of receivables, collection experience, and customer reserve requirements.

Time Spent = 5%

E. Responsible for maintaining internal working relationships with operating personnel of other GPEC departments concerned with assigned accounts, primarily for the purpose of giving and obtaining information and working jointly on customer problems.


F. Responsible for initiating and maintaining external working relationships with customers and with those furnishing credit information or assistance with collections. Time Spent = 5%


G. In lieu of extented authority and responsibility level --- trains to be responsible for coordinating the financial merchandising of assigned territory contract sales and note receivable.


- Introduces contract deals the company wants to place for financing to outside financial institutions.

- Collects appropriate credit information and account history.

- Provides outside financial institutions with credit information and credit history plus details of the contract deal.

- Negotiates with the financial institution the terms and conditions of sale within established company guidelines which includes structuring the deal and negotiating the interest rate to allow company participation in interest income whenever doing so does not put the individual contract sale at risk.

- If the contract deal is accepted, orders the contract documentation, verifies it with our invoice and coordinates with the sales representative to deliver the contracts for customer's signatures.

- Verifies that contract collateral is properly insured and/or obtains required insurance information.

- When contracts are returned, signed by the customer, obtains appropriate GPEC signatures, audits contracts for any fatal flaws (ie: errors, missing signatures, etc.) then forwards to the outside financial institutions for funding.

- Completes assignment forms, assigns UCC's or titles and maintains the sold note file.

- Notifies customers in writing that their contract has been sold.

- Calculates the dollar amount to be received from the contract sale and verifies funds received from sale and coordinates with the Accounting Department to make appropriate accounting entries.

- Maintains contact with outside financial institutions to assist in any questions, revisions, or collection matters after the sale.


H. Internal and External Relationships: Maintains strong working relationships both on a management and the operating level with other GPEC departments, customers, and external contacts.


MINIMUM REQUIREMENTS :

Education:


Two years' college degree in business administration or the equivalent, including a basic knowledge of economics, finance, accounting, statistics, marketing, credit, management, and research methods with three years' experience or high school diploma with five years' experience.


Work Experience:


Three of the years of experience should include diversified credit/collections experience in a lending or distributor organization, with emphasis on the statistical and financial aspects and special problems of credit work: familiarity with credit investigations, credit sources, analysis of financial statements, preparation of credit reports, credit and collection correspondence: and some exposure to sales, accounting, and order procedures.


Technical:


Familiarity with PC software applications including Windows and MS Office.


Physical: N/A


Other:


In addition to the knowledge and experience outlined above, the following are considered essential qualifications:


1) Ability to absorb and retain details and communicate persuasively and effectively, 2) Considerate interest and fairness in dealing with people, and emotional stability in handling unpleasant situations with tact and diplomacy, 3) Ability to analyze problems constructively, to interpret factual information objectively, and to identify essentials, 4) Constructive imagination for determining appropriate methods of observing, organizing, analyzing, and reporting data, 5) Resourcefulness in identifying needs, unsatisfactory conditions, and the causes of such conditions, 6) Ability to write clearly, accurately, and effectively and, 7) Professional appearance, speech, and personal manner as a basis for impressing customers favorably.


This job description is not intended to be all-inclusive. Your supervisor may request and assign you similar duties. Any major modification of this job role requires Human Resources approval.

Gregory Poole Equipment Company is an Equal Opportunity/Affirmative Action employer and will consider all qualified applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, age, protected veteran status, or disability status.