Job Description
Position Summary:
Investigates, tracks, and resolves customer deductions and chargebacks in accordance with established policies, practices, and procedures, that results in quick resolution within a defined period of time. Issues credits to clear customer deductions, provides assistance with credit/collections, and is responsible for the cash application function.
Position Scope:
- Responsible for investigating customer deductions and obtaining supporting documentation.
- Tracking of deductions from receipt through issuing credits or declinations.
- Obtaining credit approvals from executives/managers.
- Prepares weekly and monthly reports for management.
- Cash application of customer remittances.
- Assists with credit/collections.
Position Responsibility:
Deductions/Chargebacks
- Applies the company’s deductions/chargebacks policies, procedures, and practices in resolving customer deductions.
- Reviews deductions/chargebacks to ensure that complete supporting documentation is present. Initiates investigations to resolve problems.
- Tracks deductions/chargebacks from receipt through credit issuance using system generated reports and Excel spreadsheets.
- Obtains credit memo approvals from responsible individuals.
- Enters credits into system and keys off deductions/chargebacks from customer accounts.
- Sends declination emails or letters to customers for deductions/chargebacks that have been declined. Sends copies to Credit/Collections Department for collection follow-up.
- Prepares weekly and monthly status reports using system generated reports and Excel spreadsheets.
- Obtains copies of all customer contracts, deal sheets and agreements from sales department. Maintains these documents in a file.
- Maintains set time limit for receipt of information and entire process from receipt of deductions/chargebacks through credit issuance or declination.
- Entire processing cycle is to be completed within 30 working days.
- Receipt of information (documents, approvals, etc.) from internal individuals is to be obtained within 10 working days.
- Assist in annual audit by providing required reports and information as requested by audit team
Credit and Collections
- Applies the company’s credit and collection policies, practices, and procedures.
- Can place and release orders on credit hold within specified guidelines on an as needed basis, as determined by the company policy.
- Set credit lines as determined by the company policy.
- Initiates investigations on collection problems, and contacts necessary parties (customers, sales reps, managers) to resolve disputes.
- Carries out the established program for the follow-up and collection of accounts receivable.
- Periodically adjusts payments and credits to corresponding open debits found in customer accounts.
Cash Application
- Back-up to cash posting from lockboxes, checks, credit card payments, and wire transfers.
- Investigates and reconciles posting issues.
- Authorizes and bills credit card transactions.
- Issues credits and debits memos relating to credit card transactions.
- Researches and resolves credit card payment issues.
- Maintains Daily Credit Card Settlement Journal
General:
- Maintains professional and technical knowledge by attending educational symposia; reviewing professional publications; establishing personal networks; participating in professional societies, etc.
- Satisfactory completion of appropriate corporate training as related to the position and/or department.
- Assures compliance by following Food and Drug Administration's Good Manufacturing Practices (FDA cGMPs) as well as other regulatory standards as required by the department.
- Contributes to overall achievement by accomplishing related tasks and demonstrating characteristics that exemplify team building and support.
- The above is not intended to be an all-inclusive list of responsibilities. Other activities may be assigned as required by management.
Qualifications:
Experience and Skills
- 5+ years of experience in Credit and Collections/customer deductions in a mid – large market company, manufacturing / distribution environment, preferred.
- 3-5 years of experience investigating and reconciling customer deductions.
- Cash application experience.
- Computer Experience, PC Skills – MS office, Word, Excel, and Outlook
- Ability to work in a team environment
- Good communication skills (Verbal and Written)
Education and Certifications
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