Account Specialist

Contract Administration Oversight

Oversees the administration of contracts for assigned accounts, which includes the entry and distribution of time sensitive sales and purchase contracts, and the subsequent processing of contract shipments including the entry of billing weights (invoicing), freight bill and supplier invoice processing, calculating and entering settlement adjustments, rejections, and downgrades - and ultimately ensures the entry and accuracy of all associated shipment transactions.

Provide team support to other team members as needed.

Duties and responsibilities

• Print purchase and sales contracts and proofread for accuracy.
• Scan and e-mail or fax contracts to all pertinent parties.
• Compare customer purchase order details with Alter sales order to ensure price, commodity, descriptions, point of origin, quantities, pay terms, transportation method, and special instructions agree between both parties.
• Notify yards and brokerage shippers of M/E order cancellations.
• Close orders in the ERP system.
• Enter billing weights into the ERP system to create customer invoices.
• Mail, scan, fax or e-mail invoices according to customer preference.
• Match associated documents and attach to invoice copy to create shipment file.
• Receive freight bills and match to shipments within the ERP system.
• Validate freight rates and enter freight bills into the ERP system.
• Ensure timely payment of freight bills based on freight bill payment terms.
• Review and confirm supplier and freight payments on pre-check register prior to payment.
• Reconcile daily mill weight, vendor, and freight bill registers.
• Document management matching, sorting, organizing, filing.
• Answer phones.
• Perform other tasks as assigned by department supervisor.

Qualifications

• Experience Minimum 2 years of clerical/administrative experience preferably in an A/R, A/P, or order management role.
• Education Minimum 2 year business degree preferred but not required if candidate has experience and proven success in a similar position.
• Abilities Excellent attention to detail, highly organized and able to prioritize tasks in a fast pace environment. Ability to interact effectively across company at all levels and with outside customers, suppliers, and carriers.
• Skills Solid data entry skills with an ability to identify numerical errors, 10-key, Excel, Outlook, and Word. Excellent verbal and written communications skills also required.