McCoy-Rockford is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or protected veteran status.
GENERAL DESCRIPTION:
This role requires frequent interaction with members of various departments to understand project progress to ensure invoicing is done as products and services are completed throughout the month. Candidates must be able to manage time effectively throughout the up and down periods during the month-end. A Team player and go-getter mind-set is needed to help others in the accounting department, as needed.
DUTIES AND RESPONSIBILITIES:
Customer Set-Up
- Ensure complete paperwork and signoffs are obtained from customers to successfully set-up them up in our Hedberg system. Escalate any exception items for management approval or guidance.
- Run Dun & Bradstreet credit reports and make decisions based on customer’s credit history, in accordance with our company credit policy. Ensure proper audit information is saved for future reference.
Invoicing
- Create weekly invoices, credit memos, adjustments, and monthly statements on customer accounts.
- Document the detailed invoicing procedures for each customer within your portfolio and keep Hedberg and partner files up to date.
- Adhere to Generally Accepted Accounting Principles as it relates to revenue recognition when invoicing throughout the month.
- Ensure billing codes and tax codes are accurate during weekly invoicing.
- Obtain appropriate approvals for adjustments and credit memos with detailed explanations and supporting documentation for any future audit inquiry.
- Work through key operational reports daily to ensure we are invoicing customers for all deliveries made throughout the month. Actively investigate with the Project Team when billing lines are on hold or are not flagged as ready for invoicing, if product was delivered. Audit orders from backlog report to identify invoicing opportunities.
- Resolve invoicing discrepancies, correct invoices when necessary, and rescue accounts receivable delinquency.
- Research and application of unallocated payments
- Maintain records for major projects to ensure order invoicing and payments are tracked and reconciled.
Collections
- Submit invoices to customers and/or portals. Track status on portal submissions. Build relationship with customers and their AP team to ensure timely collections and resolution of any issues.
- Collect customer payment in accordance with payment due dates and the collection escalation guideline.
- Identify issues attributing to account delinquency and discuss them with Team Leader/Management
- Review and monitor assigned accounts and all applicable collection reports. Maintain good documentation and tickers to ensure timely follow-ups.
- Provide necessary documentation if required to file any liens.
- Maintain telephone and email contact with internal and external customers on receivable matters
- Make outbound collection calls in a professional manner while keeping and improving customer relations.
Other
- Post payments and research where to apply payments daily.
- Handle any credit card payment processing.
- Handle Steelcase commissions and credit memo research and postings and collections.
- Support gathering information for the auditors.
- Assist with special projects related to the invoicing and collection team.
- Document procedures, as needed.
- Cross train within team for easy coverage of each other.
Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. This job description does not constitute a written or implied contract of employment.
KEY SELECTION AND SUCCESS FACTORS
WORK EXPERIENCE:
- Minimum of 5 years’ experience in invoicing
- Minimum of 5 years’ experience in collections
EDUCATION/QUALIFICATIONS:
- High School Diploma or equivalent (GED) required.
- Basic understanding of accounting concepts; Accounting degree strongly preferred.
- Proficiency of SAP, Ariba, Coupa or any other customer portals for invoice submittals and payment status is a plus.
OTHER/PREFERRED:
- Knowledge of MS Office required including strong Excel skills required.
- Experience with month-end close and basic journal entry preparation
- Excellent communication skills, both written and verbal, and internal personal skills
- Great analytical and problem-solving skills.
- Employee must be flexible to adapt to change in processes, a self-starter, highly motivated and able to work independently.
- Maintain customer invoice files.
- Strong organizational skills.
- Ability to meet deadlines.
- Ability to work with a diverse group of people internally and externally.
- Great attention to detail and strong communication skills
- Good judgment, problem solving and decision-making skills.
- Ability to multi-task and work with many interruptions
