Revenue and Accounts Receivable Associate II

Job Description

Job Description

$25.00 - $28.60 / hour

The Revenue and Accounts Receivable Associate II’s primary functions are creating and issuing invoices to customers by all necessary means and collecting activities to minimize time elapsed between invoice issuance and customer payment.

In the process of invoicing, the Revenue and Accounts Receivable Associate II will also audit, inventory, analyze billing data, process commissions to both contractors and sales personnel and manage vendor contractor charges in a high volume environment.

Typically reports to the Assistant Controller but may be given direction from the Controller. A successful contributor in this role will exhibit a willingness to partner with all departments on best practices to ensure customer happiness. Will act as a backup to the team when others are out of office.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Revenue Duties:

· Audit service branch and specialty division work orders for accuracy for man hours, billing hours and/or billing quantities, as considered necessary.

· Report any inaccuracies to the service branch and assist with corrections within 24 hours.

· Export completed work orders and prepare for invoicing within 48 hours.

· Review and post contractor’s commissions accurately and by pay date cut-offs.

· Receive, audit, and enter vendor contractors into work orders.

· Produce use, spend, hours and/or metric reports as requested by sales and/ or customers.

· Analyze Job Summary Report – Estimate vs. Actual.

· Communicate closely with Service Branch Operations/Sales teams to ensure timely billing of services.

· Complete invoicing and closing of jobs/projects by the 5 business day of the following month.

· Enter invoices into customer invoicing web sites as required.

· Complete complex invoicing including consolidating invoices and uploading to customer portal as considered necessary.

Accounts Receivable duties:

· Preparing collections reports, by account, by assigned service branch and lead monthly accounts receivable review meetings.

· Contacting customers for payment of past due invoices via verbal and written communications and contacting customers for deposit and prepayment for new jobs as considered necessary.

· Call all invoiced customers within 10 days of invoice to confirm receipt of invoice and document payment commitment.

· Courteous and professional interactions with sales, support teams, suppliers and customers.

· Timely notification to management of payment issues and referral to in house general counsel or third-party collection agency.

· Troubleshooting customer concerns on invoices as needed to resolve obstacles to payment through cross-functional collaboration between Sales and Service Branch Operations teams.

· Creation of summary aging reports in Excel as requested by client and internal team members.

· Prioritizing and managing multiple responsibilities.

· Provides assistance to cash applications team with remittance questions.

Compliance:

· Conform with and abide by all regulations, policies, work procedures and instructions.

· Ability to share cumulative expertise to the team for cross training.

· Ensure that desktop and workstation is kept clean. All boxes with documents that needs to be retained should be placed in storage within 30 days.

· Participating in process improvement projects through bridge-building and partnering skills to allow solution-focused conversations.

· Other duties may be assigned to meet business needs.

Customer Relations:

· Using finesse and judgement to interact with internal and external customers in person and via telephone, fax, and email to ensure complete customer satisfaction in all matters related to the operation.

· Process customer credit checks as applicable.

· May assist with customer escalations.

· Attend, participate, and lead, as considered necessary, meetings on revenue and accounts receivable for assigned areas of responsibility.

· Maintain excellent customer service with the internal and external customers including service branch operations teams to establish solid relationships.

· Communicate with co-workers, management, clients, and vendors in a courteous and professional manner. Provide exemplary customer service to all internal and external customers at all times. All inquiries must be responded to within 2 days of receipt.

· Adapt to new technologies and processes as required to provide superior customer service to internal and external customers.

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. CUSTOMER SERVICE – Manages difficult or emotional customer situations; responds promptly to customer needs, both externally and internally.
2. TEAMWORK – Strong collaboration skills, ability to work effectively in a team.

3. ORGANIZATION SKILLS – Organization skills, attention to details, and the ability to prioritize in a changing environment.

4. INTERPERSONAL SKILLS – Strong interpersonal (verbal and written) communication skills, positive attitude, flexibility, and an eagerness to learn new things.

5. LANGUAGE SKILLS – Ability to read and interpret documents written in English such as procedures, work instructions, and timesheets. Ability to effectively communicate with customers and coworkers.

6. MATHEMATICAL SKILLS – Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Weighing and measurement of boxes.

7. REASONING ABILITY – Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

8. COMMUNICATION SKILLS – Ability to effectively communicate with potentially stressful and/or emotional situations in a professional manner. Outstanding customer-oriented skills. Ability to communicate with various levels of management.

9. OTHER DUTIES :

a. Able to work independently.

b. Financial/Accounting technical capacity.

c. Ability to prioritize projects and work well under pressure to meet deadlines.

EDUCATION and/or EXPERIENCE:

Required:

1. High School Diploma or G.E.D.

2. Three to five years’ experience in invoicing, accounts receivable or equivalent work area required.

3. Familiarity with ERP software.

1. Knowledgeable in financial management or project management.

5. Advanced proficiency in MS Word and Outlook.

6. Advanced proficiency in MS Excel.

Preferred:

7. Bachelors’ Degree in Finance, Accounting or Business Administration.

8. Familiarity with Infor Syteline software.

9. Experience with process improvement teams.

OPTIONAL TRAVEL:

Minimal travel is required.

PRIMARY LOCATION:

San Diego, in office.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Individuals are required to be able to sit or stand for long periods as needed throughout the day.

1. Walking: May require walking primarily on a level surface but may include walking on uneven or inclined surfaces for lengthy periods throughout the day, often up and down stairs.
2. Handling: Seizes, helps, or works with hands.
3. Lifting: Proper lifting techniques required. May include lifting up to 25 pounds of boxes when needed.
4. Reaching: Extends hands and arms in any direction, reaching above shoulder heights, below the waist or lifting as required.
5. Standing: Remains in standing position if required to perform various functions of the job.
6. Stooping: Bends body downward and forward by bending at knees or waist.
7. Vision: Reads paperwork and records on the computer.
8. Talking: Communications by phone and in person.
9. Sitting: Required to sit at desk. Sit for long periods of time.

WORK ENVIRONMENT:

The work environment characteristics described here are representatives of those an employee encounters while performing the essential functions of this job. This list is not all inclusive.

1. Temp/Weather: Works in either 1) Office environment – for the most part ambient room temperatures, lighting, and traditional office equipment, and 2) Warehouse – may be exposed to cold temperature, and 3) Outside – may be exposed to wet and/or humid conditions, outside weather conditions and extreme cold.
2. Noise: Works in office, warehouse, or outside environment, with constant or intermittent noise.

As the company grows, it may be necessary to rearrange/move cubicles at any time at the sole discretion of the company.

POSITION TYPE/EXPECTED HOURS OF WORK:

1. This is a full-time position, with a minimum expectation of 40 hours per week.

2. The working hours are flexible, and employees might require working late evenings or weekends depending on the business needs.

3. All Overtime must be approved by manager after working.

4. Work needs to be conducted in the office location at 12302 Kerran Street, Poway, CA 92064.

AAP/EEO STATEMENT:

The Company provides equal employment opportunities to all employees and applicants for employment activities and prohibits discrimination and harassment of any type, based on their actual or perceived: race, religious creed, color, national origin, ancestry, physical or mental disability, medical condition, genetic information, marital status (including registered domestic partnership status), sex and gender (including pregnancy, childbirth, lactation and related medical conditions), gender identity and gender expression (including transgender individuals who are transitioning, have transitioned, or are perceived to be transitioning to the gender with which they identify), age (40 and over), sexual orientation, Civil Air Patrol status, military and veteran status and any other consideration protected by federal, state or local law (collectively referred to as "protected characteristics").

OTHER DUTIES:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

REASONABLE ACCOMMODATIONS:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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