GENERAL SUMMARY:
Under the general supervision of the Controller, the Billing/Collections & Payables Coordinator manages the advertising insertion database, acts as the point person for all departments and the accounting department, provides exceptional customer service to internal and external customers, performs collection activities for advertising receivables and is responsible for all accounts payable duties. Willing to cross train for coverage during seasonal work increases and vacation time.
ESSENTIAL JOB FUNCTIONS:
Billing and collection functions
- Review, credit approve and accept advertising insertions orders, make changes and deletions as needed
- Perform all advertising invoicing activities; creation, delivery and collections
- Collaborate with the sales team to ensure timely receipt of signed insertion order contracts and required prepayments; maintain applicable files and system records
- Maintain advertising system, including input of issue dates; closing issues and financial periods; work with sales team to manage existing clients and new client on-boarding
- Respond to advertising related inquiries and requests; provide assistance and training on the advertising system
- Use and create reports to provide data and enhance usage of the advertising system
- Perform AR collection duties in accordance with current policies and procedures; negotiate payment arrangements when needed; keep sales team informed of receivables aging status
- Turn uncollectible accounts over to 3 party collection agency; track and record collection activities
- Invoice magazine subscription circulation orders for the Shops program
Accounts payable functions
- Process timely and accurately vendor invoices, utilities, rent and real estate taxes; research invoice discrepancies and outstanding balances
- Code and input vendor invoices into accounts payable system; communicate due dates and payment schedules
- Process invoice payments weekly; record voided checks and invoices
- Maintain vendor data, ensure 1099 information is on-hand and current
- Perform year-end review; print and distribute 1099’s; complete IRS electronic filing
- Provide invoice documentation for and assist with the maintenance of the Employee Fuel Assistance program
Other Duties & Responsibilities:
- Open, sort and distribute Accounting Office mail; tally advertising payments
- Maintain database of editorial and photo inventory
- Assist with subledger and general ledger reconciliations
- Maintain written policies and procedures and filing systems related to job functions
- Take an active role in meetings to communicate ideas for improvement
- Perform other duties as assigned
Skills/Experience/Training Required:
- Previous experience as a billing or collections coordinator preferred
- Associates degree or equivalent work experience
- Detail-oriented, organizational and math skills a must
- Excellent communication skills – answer customer questions, resolve complaints, request payment of debts in a firm yet considerate manner
- Ability to work independently, prioritize tasks, and meet deadlines with a high degree of accuracy; confident decision maker
- Good working knowledge of Microsoft Office suite and Google sheets
- Experience with Microsoft Dynamics Great Plains preferred
Supervisory Responsibility:
- This position carries no supervisory responsibility
Working Conditions / Physical Demands
- Regular business hours in the office
- Office temperature may be overly warm in the summer
- Requires local travel from time to time
- Normal office environment, not subject to extremes in noise, odors, etc.
- Regular use of computer keyboard, requiring eye-hand coordination and finger dexterity
The above statements are intended to describe the general nature and level of work being performed by people assigned to do this job. The above is not intended to be an exhaustive list of all responsibilities and duties required.
*External and internal applicants, as well as position incumbents who become disabled as defined under the Americans With Disabilities Act, must be able to perform the essential job functions (as listed) either unaided or with the assistance of a reasonable accommodation to be determined by management on a case by case basis.
Job Type: Full-time
Pay: From $46,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Experience level:
Physical setting:
Schedule:
Ability to Commute:
- Rockport, ME 04856 (Required)
Work Location: In person