SUMMARY
Maintain account receivable files. Reconcile store deposits to Daily Sales Report. Receive payments. Process adjustments. Takes appropriate collection action on accounts more than 30 days old. Customer service.
ESSENTIAL DUTIES
Include the following. Other duties may be assigned.
Accounts Receivable Payments for IKC &PCH - daily recording, posting, and deposit of all customer payments on account. Scan, transmit and process e-deposits. Apply daily payments to proper aging period. Check daily for accuracy. Receive all branch store transactions on a daily basis and before the closing of each month. Process monthly statements. Accounts Receivable Adjustments. Monthly posting of all necessary adjustments to customer accounts, ex: write-off service charge, applying contras, teleport discounts. Create vendor credits and credit memos to correct aging to reflect credits given in period that differs from original charge. Make any necessary corrections due to posting errors. Post annual Auto Care Membership Dues and Tool Incentive Credits.
Customer Service
Retrieve copies of invoices upon request, assisting customers in reconciliation of account, and accept payments. Answer telephone, emails, transfer calls, log and distribute complaints, CFRs, and “How’s my Driving?” feedback. Create and distribute memos/flyers to update customers on new policies and procedures.
Cash Payment Receipts
Maintain an accurate record of daily deposits for all locations, retrieve and collect payments from multiple payment portals including processing of credit card billing requests. Ensure prompt and accurate recording to Cash Receipt Journal and accounting software (ex.
QuickBooks). Prepare and submit daily account payments and other miscellaneous deposits including East Penn check processing using Quickbooks. Enter daily record of Accounts Receivable totals into system. Research and follow up with stores and bank to clear NSF payments.
Sales Journal
Prompt recording of daily sales and cost of sales to Sales Journal Daily Sales Report for preparation and distribution. Report daily sales figures to the General Manager & Office Manager in a timely manner. End of Month reconciling sales journal to end of month reports to ensure accuracy.
Collections
Reviewing monthly AR Aging with General Manager. Prepare monthly dunning letters, making collection calls as requested by General Manager or IKC Accounting Supervisor, reconciling of past due accounts, and putting customers’ accounts on C.O.D. as instructed. Notes all collection efforts and agreements made. Retrieve bad debt from customers in a timely manner. Prepare accounts to be sent to a collection agency as necessary by following proper procedures.
Vendor and Customer Account Maintenance
Setting up new vendors and customer accounts in accounting software. Register customers for BOPIS (Napa Pro Link). Set-up and maintain customer information and authorized buyer information in TAMS and NAPA Multi-store. Adjust credit limits in TAMS as appropriate with General Manager approval Complete and distribute blanket POs for charge customers as needed.
Process credit and cash account applications for President and General Managers approval (verifying credit references) and opening new accounts as requested by the General Manager or IKC Accounting Supervisor.
Intercompany Billing and Reporting
Prepare and process intercompany (Parts Center Hawaii, Inc. (PCH), I.Kitagawa & Co.,LTD (IKC) and Dealer Service Division (DSD) ) monthly billing in accounting software along with supporting documentation for internal AP. Create and distribute monthly and Interim Statements.
Reporting
Prepare and distribute monthly aging reports. Providing AP with monthly report of invoices billed in accounting software.
Month-end Closing
Assist with categorization of banking transactions in accounting software. Collaborating with store leaders to ensure month-end closing process coverage. Completing closing process in accounting software. Preparing customers monthly statements.
Office Administration
Maintain and file all original invoices, customer accounts, and payment stubs. Maintain a spreadsheet for check E-deposit destruction policy. Assemble pallets for shredding per records management policy. Distribute and sorting daily mail. Operate office machinery including shredder, postage meter, fax, scanner, printers, deposit machine, etc. Updating postage meter as needed. Prepare and receive courier (Errand Boy) bags including supplying stores with empty folders and payment logs. Order deposit slips as needed. Holding key for safe.
Training
Attend training and meetings for new programs and software (QuickBooks, TAMS, DocuSign, Onehub). Identify and complete available online training for accounting software. Complete required safety and cybersecurity training. Cross-trains others for this position as directed by management.
Store Leader Support
Process monthly statements for mailing, research credit card billing requests, assist PCH store leaders (upon request) with cash over/short problems and prepare payroll deduction slips for employee accounts receivable. Research and facilitate correspondence between stores and customers due to billing errors. Provide RGR process support including maintaining tracking spreadsheet, and distributing paperwork. Maintains and files all original invoices, customer accounts, and payment stubs.
Miscellaneous
Maintain Account Receivable files. Continuously learning new processes and procedures daily. Cross-trains others for this position as directed by management. Fills in for other administrative positions as needed and directed by management. Assists with related special
projects as required. Maintains a professional and G.O.L.D. standard work area. Keeps login credentials and security current for onsite and remote access.
Must have a valid Driver’s License with an acceptable Driver’s Abstract.
Benefits:
Excellent benefits, including medical, dental, vision insurance coverage, 401(K) for qualified employees.
To apply, click REPLY then Reply by Email. Please don’t forget to:
1. Include an email address in your resume
2. Attach your resume to your email
