Finance - Accounts Receivable

BakeMark Ingredients Canada Limited

Job Description

Job Title:                   Accounts Receivable Clerk

Department:              Finance

Direct Report:           Accounts Receivable/Accounts Payable Supervisor

Location:                    Montreal

Prepared Date:          06/04/2024

SUMMARY

Under direct supervision of the Director of Credit and Collections, the Accounts Receivable Clerk performs the daily NDS deposit functions for customer payment and enters notes in Credit Strategy. Further, conducts research for short pays, over payments, and skipped invoices and ensures the accuracy of invoices. Correspond with clients and sales team to follow up on outstanding payments, resolve any billing-related issues with special projects, and communicate with customers and sales representatives positively and proactively.

EDUCATION and/or EXPERIENCE:

• High school diploma or G.E.D.
• A minimum of two years of relevant experience and/or training, or equivalent combination of education and professional experience.

SKILLS:

• Proficiency in computerized accounts receivable programs.
• Intermediate to advanced skills in Microsoft Office Suite, with particular emphasis on Excel.
• Exceptional communication skills, with the ability to interpret and process both written and oral instructions effectively.
• Ability to independently define problems, collect data, establish facts and present practical solutions.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Prepare customer checks for posting by sorting in customer number sequence.
• Post daily transactions, including cash, cheque, direct deposit, and credit card deposits, in the accounting system.
• Maintain customer accounts in the accounting system and related files and records in accordance with company practices and regulatory requirements.
• Open accounts for new customers and modify existing customer information in the system, as necessary.
• Issue and dispatch monthly account statements to customers within established time frames.
• Print aging lists of clients by terms and process invoice payments via credit card.
• Post Non-Sufficient Funds (NSF) transactions, including NSF fees into the system and refer daily NSF activity to sales representative or Collection Specialist, as applicable.
• Enter post-dated cheques into the system and file in chronological order.
• Provide accounts receivable aging report to sales representative on weekly basis.
• Refer customer records to collection agencies, lawyers, or trustees, and follow up on these accounts as required.
• Complete credit reference forms for customers as requested.
• Research customer profiles on Equifax for credit approval purposes.
• Maintain accuracy of price records in the system daily; Prepare and distribute the weekly price list and client special 25 prices monthly to sales representatives.
• Prepare allowance for doubtful Accounts (AFDA) schedule monthly; document and submit for approval small balances and bad debt adjustments.
• Reconcile and research customer payment discrepancies including invoice adjustments and payment application errors.
• Provide invoices and proof of delivery per customer’ request.
• Provide outside auditors with requested information related to Accounts Receivable and customer account balances.
• Perform other tasks as directed by the Accounts Payable/Receivable Supervisor or Senior Management.

CORE VALUES:

• Teamwork - Contributes positively to team dynamics; prioritize team success over personal interest.
• Ethics - Treats individuals with respect; Upholds commitments; Inspires trust; Operates with integrity and ethically; Upholds organizational values.
• Professionalism – Interacts with others in a tactful and professional manner.
• Critical Thinking – Identifies and proposes viable solutions.
• Professional Courage – has the courage to bring potential issues to management’s attention

ENVIRONMENT:

• Face past environment, adaptability to changing operational circumstances, ability to manage multiple tasks and meet deadlines.