Job Openings >> Credit Service Representative
Credit Service Representative
Summary
Title:Credit Service Representative
ID:1079
Department:Administrative
Description

JOB SUMMARY

(A) Collects past due accounts and maintains related files.

(B)  Facilitates and coordinates all credit approval related functions. The Credit Service Supervisor will assign primary and backup responsibilities for all credit and collection related duties among the Credit Service Representatives.

DUTIES AND RESPONSIBILITIES

(A)
Calls to collect on past due receivable accounts by corresponding with the customers through telephone contact, emails, faxes and letters to obtain information regarding remittances.

Updates collection response files by entering data records into computer system regarding phone conversations and other efforts to collect.

Resolves payment discrepancies by pulling and reviewing backup order, checking and verifying customer’s purchase order matches order confirmation, checking order details such as pricing, requested shipping method, quantity, product, shipping and billing address, etc., obtaining shipping documents by accessing the carrier’s web site or calling the trucking company to request a faxed proof of delivery.

Reviews Customer Complaint comments on invoices known to be in dispute to determine proceeding of collection calls.

Prepares for daily collection activity by reviewing computer-generated calling activity report or by entering designated Sales Representative numbers into computer system to obtain calling list. This reports provides accounts with past due balances.

Emails invoices to all international accounts or other accounts as specified.

Details specific activity or other information for certain customers regarding orders and invoices by providing statements, spreadsheets, and reports.

Contacts customers with high dollar accounts prior to due date to ensure invoices are in the process for payment.

Reviews and enters updated information to the response file regarding the status of unresolved complaints.

Attends and participates in the monthly Credit Service Representative, Group and Sales Administration Meetings.

Develops Accounts Receivable Aging Report for each account with a past due balance and forwards report to appropriate Sales Representative.

Reviews In-Collection List, Aging and Percentages by discussing the number of accounts turned into third party collections and past due percentages in relation to collection goals with Credit Service Supervisor.

Resolves credit balances by contacting customer to encourage transferring credit balance to pay next invoice. Reimburses customer, if customer decides, by following the reimbursement procedure.

 

(B)
Checks credit references for new customers by contacting companies and inquiring pay history, credit history, etc.

Maintains files of credit references, D&B, and ASI credit reports. Requests D&B and ASI reports as needed.

Approves credit on new customer accounts by evaluating the information received in the credit reference check, recoding the customer’s account in the computer and adding customer comments if necessary.  Removes stop on orders after credit approval.

Maintains Rep Guarantee of Credit files; prompts Manager when these invoices become past due.

Communicates with Inside and Outside Sales regarding credit approval for new customers by emailing with credit code assigned and reason why or advising the need for additional references.

Checks credit on all reorders by reviewing the customer’s history in AS400, checking current due amounts, looking for past due amounts, checking credit limits, approving credit on orders that meet credit guidelines, stopping orders that do not meet credit guidelines, reviewing questions/issues with Credit Service Supervisor and/or Sales Administration Manager.

Approves credit on dated orders prior to order entry and on Same-Day-Ship orders by reviewing customer’s pay history and checking their open receivables.

Investigates automatic credit alert emails.

Contacts Sales Representative regarding orders on credit-hold advising of customer and order stopped, why stopped and how to release order. Follows up with email reminders to Inside and Outside Sales personnel regarding stopped orders.  Notifies designated collector of stops.

Reviews “Stopped Order” report by checking if past dues are paid, ensuring customer is under credit limit, verifying advance payments received, or required order documentation received and releasing approved orders for production.

Enters comments in AS400 relating to credit stops.

Places or removes stops on orders when credit requirements are met by reviewing the account.  Communicates with Shipping regarding ready-to-ship orders on ship stops.

Reviews orders each day to ensure compliance with Whirley policy relating to purchase order/signed order confirmation requirements. Ensures the entered order and the customer’s order are in compliance; the Sales Representative charges were handled correctly in order entry; the Coke/Pepsi/Gold Star discount were entered correctly.

Responds to credit reference requests on Company’s customers by accessing customer information in AS400 and supplying requested information.

Maintains sales tax customer master file data base. Maintains Sales & Use Tax Resale Certificate of Exemption files for all states.  Currently required for all customers from PA, CA, CT, MI, NJ and WA and from all large customers in all states.  Updates tax rates as needed.  Audits files on an annual basis for correspondence with customers to ensure certificates are on file for all non-taxed customers. Responsible to provide accurate, organized files and to work with the auditor during a state sales tax audit.

GENERAL CONDUCT

Maintains respectful working relationship with TeamMates, Managers, Shift Supervisors, Foreman to promote teamwork and a positive work environment.

Committed to Continual Improvement to raise personal performance above the standard and to develop new methods to eliminate waste, improve productivity and reduce customer complaints.

Maintains excellent attendance as defined in the Company’s Attendance Policy.

Supports, enforces and complies with all company policies and procedures, including safety and quality. 

Submits new ideas to improve Safety, Quality and procedural operations that will benefit the Company.

Actively participates in meetings and discussions by providing suggestions for improvement, problem solving and offering feedback.

Performs duties in a manner that encourages teamwork and sets a positive example

Backs up invoicing as requested.

 

REQUIRED TRAINING

Company Policies and Procedures

Safety Orientation

Repartee

Lotus Notes

Service Plus

Telephone Doctor

 

QUALIFICATIONS

High school diploma or equivalent. One to two years credit/accounting training or experience preferred. Demonstrated knowledge of computer operations, strong written and verbal communication skills. Customer service focus. Ability to problem-solve with negotiating skills and interact in a positive manner with others. Demonstrated computer knowledge and interpersonal/customer service skills.

 

PHYSICAL DEMANDS

Prolonged sitting. CRT exposure.

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