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

• Associates Degree

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