Administrative Support Assistant - First Shift 9:00am-5:30pm - The Gund Company

Job Summary

The Invoicing Administrator provides overflow resource support to a variety of different teams based on business demand. Primary responsibilities include customer invoicing, A/R collections, freight billing, RMA processing, office and operations supply purchasing, customer info requests, order entry support, document record keeping services and reception.

Essential Job Functions

Invoicing and Accounts Receivable/Accounts Payable

· Prepare invoicing for orders, review for accuracy, unit cost, terms, freight charges, etc., and post to general ledger.

· Email customer invoices using LOGICITY software, customer portals and standard mail.

· Process credit card payments through FIRST DATA software accurately and efficiently.

· Manage outstanding invoices &interact with customers regarding collections following the A/R collections process for accounts less than $5,000.

· Provide timely and accurate payment and account standing information to CSRs.

· Collect and initiate credit reference checks on prospect customers. Upon approval, set-up new customers in Customer Relationship Management system (CRM).

· Researches billing issues, creates and processes Return Material Authorization (RMA).

· Process and code parcel invoices and forward to Logistics Supervisor.

Workflow Documentation Scanning Process

· Scan Customer Service Acknowledgement, work order travelers, drawings, pack slips, certificate of conformance, bills of lading, and invoices; and uploads to G drive.

· Scans accounts payable documentation, vendor pack slips, receiving and inspection tags, certificate of conformance, and bills of lading.

· Reviews and scans stock work orders to appropriate folders.

· Collect missing documents from appropriate team members.

Answer and route incoming phone calls with efficiency and professionalism.

Receptionist

• Greet incoming facility visitors and provide coordination and standard documentation for their visit.
• Answer and route incoming phone calls with efficiency and professionalism.
• Provide general facility information to visitors and callers.
• Receive incoming mail for facility and distribute to appropriate individuals.
• Oversee office supply inventory and prepare order for purchasing team. Manage ordering process to support demand.
• Perform additional tasks and responsibilities as required.

PId7681c9c1cc3-25448-35824539