Customer Service/ Accounts Receivable

– Working with new and established customers to answer questions, accurately take product orders and to set up delivery and transportation to customer locations. Follow-up as necessary. Customer contact is primarily by phone, fax and email. Keep clear written records of customer contacts.
– Maintain and develop relationships with trucking companies and rail carriers to assure that we can best meet the delivery needs of customers on a timely basis.
– Prepare and transmit accurate pickup/shipping orders to loading personnel and carriers, and enter to real-time spreadsheet system. Update these orders and spreadsheet in real-time as conditions change.
– Prepare and transmit bills of lading as necessary and on schedule.
– Promptly review B/L prepared by others for accuracy and completeness, and take prompt steps to correct any errors. Assure that communications are flowing smoothly.
– Receive and track shipping invoices against orders, B/L, invoices, warehouse and carrier charges/quotes. Work pro-actively and courteously with staff and contractors to assure smooth flow of complete documentation.
– Prepare and file sales invoices accurately on a daily basis, including related data entry to computer systems and spreadsheets. Similarly prepare and file monthly statements/summaries.
– Work with customer account payable personnel for cordial and prompt payments
– Assure the accuracy of pricing to the customers
– Track accounts receivable and assure customers are paying invoices on a timely basis.
– Track production and inventory levels, working with production staff and carriers to help efficiently manage production and shipping effort, inventory costs, and shipment locations and scheduling.
– Assist in the office by answering telephones, cordially greeting and directing callers, visitors and contractors, and assisting in other general office and clerical duties including filing, archiving, and general correspondence.
– Assist in preparation of environmental reports (data collection, organization, calculation, reporting) for review and submission. Assist in submission of government reports by mail and with online credentials.
– Occasionally assist in providing safety and orientation training to employees and contractors, and in safety recordkeeping.
– Preparation/submission of timely and accurate tax and fee filings relating to products sold and other ad valorum taxes and fees for multiple states
– Communicate with the sales and production staff to maintain and increase sales and to make sure customer’s requirements are known to staff and timely met, and to work through any instances of errors or delays in a manner that is prompt, courteous, fair and satisfactory.
– Assist customers pro-actively, cordially and professionally in resolving occasional complaints, problems, delays or errors. Contact customers promptly and courteously whenever order information is unclear or incomplete.
– Assist in handling in-house requisitions and preparing purchase orders for plant and office needs. Follow through with vendors and carriers to receive items. Make accurate entries of same to information systems. See that information on purchases and items ordered timely reach their intended user.
– Research pricing on purchased goods and services and assist in selection of vendors
– Assist the company accountant and independent auditors as needed.
– Help with accounts payable as required.
– Prepare for, cross-train and provide vacation and sick time relief for other office staff. Also, cross-train with staff for coverage of your job.
– Active participation in cross-training with other office employees, both as trainer and as trainee. Development and updating as needed of clear written guides and procedures for routine work.
– Maintain and update inventory records of products, raw materials, and other items as designated by management.
– Work cooperatively and cordially with plant and carrier labor to assure the efficient flow of sales, requisitions, and business documentation, and improvements in overall operations.
– Work on other assignments for management as required or requested. These may include research, report preparation, insurance claims, special accounting reports, cost accounting, etc.

Experience – Ideal candidates will have several years experience in customer service and accounts receivable at the wholesale or manufacturing level. Experience with Microsoft Dynamics (Great Plains) or other accounting software is highly desired. Proficiency with MS Word and MS Excel, email, and internet research/interaction is required. Experience with filing systems and information organization is desired. Good written and oral communications skills and interpersonal skills are essential.

Education – High school diploma is required including basic math skills and proficient reading ability. Knowledge of accounting fundamentals, and college education (e.g. Associate or Bachelor level) is preferred. A successful candidate will be comfortable in multi-tasking, working in a moderately busy group office both as a team player and in independent work.