TITLE: Accounts Receivable & Order Processing Associate
REPORTS TO: Winery Controller
SUPERVISORY RESPONSIBILITIES: None
EXEMPT ( ) NON-EXEMPT ( x )
OBJECTIVE: The Accounts Receivable & Order Processing Associate is responsible for accounts receivable and billing data functions for all winery properties managed by Pacific Union Company.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Order Processing
• Offering activities
o Process allocation orders into sales orders
o Validate accuracy of order information
o Process credit card charges
o Process check and cash bank deposits
o Process receipt of customer wire payments
o Print customer receipts, cover letters and envelopes; mail to customer
o Contact customers with declined and invalid cards to resolve problem; re-process as appropriate
o Confirm orders created are correctly representative of originating blanket order
o Throughout entire offering, work closely with Client Services team to support exceptional offering performance and subscriber experience
• Non-Offering activities
o Address open CRM cases and process to completion
o Ad-hoc processing of sales orders
o Ad-hoc invoicing of special items
o Print and mail customer receipts for credit card, check, and wire transfer payments
o Contact customers with declined and invalid cards to resolve problem; re-process as appropriate
o Process address updates prior to fulfillment cycles
o Process check and cash bank deposits
o Process receipt of customer wire payments
o Daily sync of winery POS software with accounting software
o Interface with winery events team to process full-cycle events orders
Accounts Receivable
• Monthly closing activities
o Reconcile open orders subledger to balance sheet G/L accounts
o Scrub open orders subledger for incomplete or inaccurate order data and correct as appropriate
o Write-off small customer balances per internal policy
• Non-Closing activities
o Support cross-departmental efforts to collect on aging receivables
o Ad-hoc subledger reconciliation
o Ad-hoc business unit analysis
NON-ESSENTIAL DUTIES AND RESPONSIBILITIES:
Performs all related duties as assigned
QUALIFICATION REQUIREMENTS:
• Minimum AA in Accounting or equivalent preferred
• Proficiency with Microsoft Word, Excel, and other Microsoft Office applications; Adobe Acrobat
• Excellent organizational skills
• Professional, efficient, detail and service oriented
• Able to work as a team member as well as independently
• Flexible and able to manage and adjust to changing priorities
• Strong written and verbal communication skills
• Proactive, honest, trustworthy and with a positive attitude
• Self-motivated
PHYSICAL REQUIREMENTS:
Willingness and ability to:
- Lift and handle materials weighing up to 40 pounds.
- Work overtime whenever required.
- Sit for extended periods.
- Grasp, stoop, carry and crouch.
- Perform tasks using standard computer equipment
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