SUMMARY Maintain account receivable files. Ensure reconciliation of store deposits to Daily Sales Report. Receive payments. Process adjustments. Take appropriate collection action on accounts more than 30 days old.
ESSENTIAL DUTIES include but not limited to the following. Other duties may be assigned.
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Accounts Receivable Payments Ensuring daily recording, posting, and deposit of all customer payments on account including scanning, transmitting and processing of e-deposits, and applying payments to proper aging
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Accounts Receivable Adjustments Monthly posting of all necessary adjustments to customer
- Supervising Collaborates with CFO on hiring and training of IKC office personnel.
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DSD Administration Provides prioritized vehicle listing (as approved by Dealership GM) for DSD co-leaders to execute. Ensures any exceptions or deviations from the agreed upon priority are communicated to management. Prepares and distributes billing of completed services in a timely manner. Tracks and reports monthly inventory.
- Customer Service Ensuring copies of invoices are made upon request, assisting customers in reconciliation of account, reviewing credit references and accepting payments. Answering telephone and emails, transferring calls, logging and distributing complaints, CFRs, and “How’s my Driving?” feedback. Creating and distributing memos/flyers to update customers on new policies and procedures.
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Payment Receipts Ensuring the maintenance of an accurate record of daily deposits for all locations, retrieving and collecting payments from multiple payment portals including processing of credit card billing requests.
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Sales Journal prompt recording of daily sales and cost of sales for daily Sales Report preparation and distribution. End of Month reconciling sales journal to end of month reports to ensure accuracy.
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Collections Reviewing monthly AR aging with GM. Preparing monthly dunning letters, making collection calls as requested by General Manager or Office Manager, reconciling of past due accounts, and putting customers’ accounts on O.D. as instructed.
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Vendor and Customer Account Maintenance – Setting up new vendors and customer accounts in accounting software and other systems that the organization utilizes; registering customers for BOPIS. Setting-up and maintaining customer information and authorized buyer information in TAMS and NAPA Multi-store. Adjusting credit lines in TAMS as appropriate. Perform other vendor and customer account maintenance as needed.
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Intercompany Billing and Reporting – Processing intercompany monthly billing in accounting software and providing invoicing with supporting documentation for internal AP. Creating and distributing monthly and interim statements.
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Reporting – Ensuring the preparation and distributing monthly aging reports. Providing AP with monthly report of invoices billed in accounting software.
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Month-end Closing – Reconciling gift card sales and activations. Summarizing and auditing BOPIS sales by store. Assisting with categorization of banking transactions in accounting software. Collaborating with store leaders to ensure month-end closing process coverage.
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Office Administration – Ensuring the active maintenance of and filing of all original invoices, customer accounts, and payment stubs. Maintaining a spreadsheet for check deposit destruction policy. Ensuring the assembly of pallets for shredding per records management policy. Distributing and sorting mail. Operating office machinery including shredder, postage meter, fax, scanner, printers, deposit machine, etc. Updating postage meter as needed. Preparing and receiving courier (Errand Boy) bags including supplying stores with empty folders and payment logs. Ordering deposit slips as needed. Holding key for safe.
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Training – Attend and complete all required training and meetings for new programs and software. Cross-trains others for this position as directed by
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Store Leader Support – Assist store leaders (upon request) with cash over/short problems and prepare payroll deduction slips for employee accounts Research and facilitate correspondence between stores and customers due to billing errors. Provide RGR process support including scanning to stores, maintaining tracking spreadsheet, and distributing paperwork.
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Miscellaneous Continuously learning new processes and procedures on a daily basis. Fills in for other administrative positions as needed and directed by management. Assists with related special projects as Maintains a professional work area. Keeps login credentials and security current for onsite and remote access.
Benefits:
Excellent benefits, including medical, dental, vision insurance coverage, 401(K) for qualified employees.